First Steps

Learn the essential workflows in Waqti by completing these common tasks.

Creating Your First Purchase Order

Step 1: Start a New PO

1. Click Purchase Orders in the sidebar
2. Click the + New PO button
3. The PO creation form opens

Step 2: Select Vendor

1. Search for a vendor by name or code
2. Select from the dropdown
3. Vendor details auto-populate (address, payment terms)

Don't have vendors yet?

Add a vendor first or use the demo vendors in trial mode.

Step 3: Add Line Items

Click Add Item and fill in:

Field	Example
Description	Office Supplies - Paper A4
Quantity	100
Unit	Box
Unit Price	25.00 SAR

The system automatically calculates:

• Subtotal: 2,500.00 SAR
• VAT (15%): 375.00 SAR
• Total: 2,875.00 SAR

Step 4: Add Details

Complete optional fields:

• Delivery Date: When items are needed
• Delivery Location: Where to deliver
• Notes: Special instructions
• Attachments: Quotes, specifications

Step 5: Submit for Approval

1. Review all details
2. Click Submit for Approval
3. The PO enters the approval workflow

You'll receive email notifications at each approval step.

Approving a Purchase Order

If you're an approver, here's how to handle pending approvals:

From Dashboard

1. View Pending Approvals widget
2. Click a PO number to review
3. Review details, line items, attachments
4. Click Approve or Reject

From Approval Queue

1. Navigate to Approvals → Pending
2. Use filters: date, amount, department
3. Select a PO to review
4. Take action: Approve, Reject, or Request Changes

Approval Options

Action	When to Use
Approve	PO is correct and within policy
Reject	PO should not proceed
Request Changes	PO needs modifications
Delegate	Temporarily assign to another approver

Receiving Goods

When items arrive, create a Goods Receipt Note (GRN):

Step 1: Find the PO

1. Go to Purchase Orders
2. Find the approved PO (status: "Approved" or "Partially Received")
3. Click to open

Step 2: Record Receipt

1. Click Record Goods Receipt
2. Enter received quantities for each item:

Item	Ordered	Received
Paper A4	100	100
Printer Toner	10	8

3. Note any discrepancies
4. Click Save Receipt

Step 3: Complete or Partial

• Full Receipt: All items received → PO status becomes "Received"
• Partial Receipt: Some items pending → PO status becomes "Partially Received"

Processing an Invoice

Match invoices to POs and GRNs:

Three-Way Matching

Waqti verifies that:

1. PO - Order was placed ✓
2. GRN - Goods were received ✓
3. Invoice - Amount matches ✓

Creating an Invoice

1. Navigate to Invoices → Create
2. Select the related PO
3. Enter invoice details:
   • Invoice Number
   • Invoice Date
   • Due Date
   • Amount

Matching Results

Status	Meaning	Action
✅ Matched	All three match	Ready for payment
⚠️ Variance	Minor differences	Review and approve
❌ Mismatch	Significant difference	Investigate

Managing Budgets

Track and control spending:

Viewing Budget Status

1. Go to Budgets in sidebar
2. See all budgets with:
   • Total allocated
   • Committed (POs pending)
   • Spent (invoices paid)
   • Available

Budget Indicators

Color	Meaning
🟢 Green	Under 50% utilized
🟡 Yellow	50-75% utilized
🟠 Orange	75-90% utilized
🔴 Red	Over 90% or exceeded

When Budget is Exceeded

If you try to create a PO that exceeds budget:

1. Warning message appears
2. Options:
   • Reduce PO amount
   • Select different budget
   • Request budget increase (admin)

Generating Reports

Access key business insights:

Quick Reports

From Reports in sidebar:

Report	Shows
PO Summary	All POs by status, date, amount
Budget Utilization	Spending vs. allocation
Vendor Analysis	Spending by vendor
Approval Metrics	Average approval time

Exporting Data

1. Open any report
2. Apply filters (date range, department, etc.)
3. Click Export
4. Choose format: Excel, PDF, CSV

Common Tasks Quick Reference

Daily Tasks

Task	Navigation
Check pending approvals	Dashboard or Approvals → Pending
Create a new PO	Purchase Orders → + New
View my POs	Purchase Orders → My POs
Record goods receipt	Purchase Orders → [PO] → Record Receipt

Weekly Tasks

Task	Navigation
Review budget status	Budgets → Overview
Check vendor performance	Vendors → Scorecards
Generate reports	Reports → Select Type

Monthly Tasks

Task	Navigation
Process invoices	Invoices → Pending
Review approval metrics	Reports → Approval Metrics
Update vendor info	Vendors → Management

Tips for Success

Keep POs Organized

• Use clear descriptions
• Attach all relevant documents
• Add notes for approvers

Monitor Budgets

• Check budget status before creating POs
• Set up email alerts for thresholds
• Review weekly to avoid surprises

Streamline Approvals

• Provide complete information upfront
• Use the comments feature for context
• Set realistic delivery dates

Getting Help

If you need assistance:

1. In-App Help: Click the ? icon in any form
2. Documentation: Browse the Getting Started guides
3. Support: Email support@waqti.sa
4. WhatsApp: +966 55 578 4686

Next Steps

Purchase Orders

Deep dive into PO management features. → PO Guide

Approvals

Learn advanced approval workflows. → Approval Guide

Admin Guide

Configure system settings and users. → Admin Guide