Glossary
Common terms used in Waqti and procurement management.
A
Amendment
A formal change to an approved Purchase Order. Amendments go through their own approval process and maintain an audit trail of changes.
Approval Workflow
A defined sequence of approvers that a request (PO, Invoice, etc.) must pass through before being finalized. Can be linear, conditional, or parallel.
Audit Trail
A chronological record of all actions taken on a record, including who took the action and when. Used for compliance and accountability.
B
Blanket PO
A standing purchase order for recurring purchases from a vendor, typically with a maximum total value and time period. Individual releases are made against the blanket order.
Budget
An allocated amount of money for a specific purpose (department, project, time period). Used to control and track spending.
Budget Commitment
The amount of an approved or pending PO that is reserved against a budget. Also called "encumbrance."
C
CAPEX (Capital Expenditure)
Major purchases that provide long-term value, such as equipment, buildings, or infrastructure. Typically treated differently from operational expenses.
Commercial Registration (CR)
Official business registration number issued by the Ministry of Commerce (MOCI) in Saudi Arabia.
Credit Note
A document issued by a vendor to reduce the amount owed, typically due to returns, price adjustments, or service credits.
D
Delegation
The temporary assignment of approval authority to another user, typically during absence or vacation.
Department
An organizational unit within a company. Used for organizing users, budgets, and access control.
E
Escalation
The automatic routing of a request to a higher-level approver when the original approver doesn't respond within a specified time.
F
Fiscal Year
The 12-month period used for financial reporting and budgeting. May or may not align with the calendar year.
G
Goods Receipt Note (GRN)
A document confirming the physical receipt of goods from a vendor. Used in three-way matching.
GL Account (General Ledger Account)
An account code used for categorizing transactions in the financial system. Also called "chart of accounts code."
I
Invoice
A bill from a vendor requesting payment for goods or services delivered.
Invoice Matching
See "Three-Way Matching."
L
Line Item
An individual product or service on a purchase order or invoice, with description, quantity, unit, and price.
Linear Workflow
An approval workflow where requests move sequentially from one approver to the next.
M
Milestone
A defined deliverable or achievement point in a project or contract, often tied to partial payments.
Multi-Tenancy
An architecture where a single software instance serves multiple organizations (tenants), with data isolation between them.
O
OPEX (Operating Expenditure)
Regular, ongoing expenses for running a business, such as supplies, utilities, and services.
P
Payment Terms
The agreed conditions for paying a vendor, such as "Net 30" (payment due 30 days from invoice date).
PO (Purchase Order)
A formal document authorizing a purchase from a vendor, specifying items, quantities, prices, and terms.
Prequalification
The process of vetting and approving vendors before they can be used in purchase orders.
R
Requisition
A formal request to purchase goods or services, typically used before creating a purchase order.
RFQ (Request for Quotation)
A document sent to vendors requesting price quotes for specific goods or services.
Role
A defined set of permissions that can be assigned to users. Examples: Admin, Buyer, Approver.
Row-Level Security (RLS)
A security feature that restricts data access at the database row level, ensuring users only see data they're authorized to view.
S
SAR (Saudi Riyal)
The official currency of Saudi Arabia, used as the default currency in Waqti.
Scorecard
A performance rating system for vendors based on metrics like delivery time, quality, and pricing.
SSO (Single Sign-On)
Authentication mechanism allowing users to access multiple systems with one set of credentials.
T
Tenant
An organization using Waqti. Each tenant has isolated data and can configure the system independently.
Three-Way Matching
The process of verifying that a Purchase Order, Goods Receipt Note, and Invoice all match before approving payment.
Threshold
A predefined limit that triggers an action, such as an approval requirement or budget alert.
V
VAT (Value Added Tax)
A consumption tax added to goods and services. In Saudi Arabia, the current rate is 15%.
Vendor
A supplier of goods or services. Also called "supplier" or "provider."
Visual Workflow Builder
A drag-and-drop interface for designing complex approval workflows (Enterprise feature).
W
Workflow
See "Approval Workflow."
Z
ZATCA
Zakat, Tax and Customs Authority - the Saudi government agency responsible for tax administration. Waqti supports ZATCA e-invoicing requirements.
Arabic Terms
| Arabic | English | Description |
|---|---|---|
| أمر شراء | Purchase Order | PO |
| فاتورة | Invoice | Bill from vendor |
| مورد | Vendor | Supplier |
| ميزانية | Budget | Allocated funds |
| موافقة | Approval | Authorization |
| قسم | Department | Organizational unit |
| مستخدم | User | System user |
| تقرير | Report | Data analysis |
| إعدادات | Settings | Configuration |
| لوحة التحكم | Dashboard | Main overview screen |
For support with terminology, contact support@waqti.sa