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Transactions

The Transactions menu is used to record sales, manage transaction status, print bills/invoices, and export transaction data to Excel. In this module, the main workflow is: create transaction → select customer → add products → set payment → save → print/view invoice.

1. Menu Structure in the Transactions Module​

In the sidebar, the Transactions module generally has the following sub-menus:

  1. Transactions
    To create and process sales transactions until completion.

  2. Return Transactions
    To process return transactions (refund/return) according to store policy.

  3. Delivery Orders
    For transactions that require delivery and recording of shipping information.

2. Transaction List​

The Transaction List page displays all transactions that have been created, complete with search, filter, and quick action features.

Transaction List

2.1 Main Components of the Transaction List​

  1. "Add" button (top right)
    To create a new transaction.

    Add Button

  2. "Export to excel" button
    To download transaction data (usually following the currently active filters).

    Export Button

  3. Filter & Search
    Generally available filter combinations include:

    • Filter by Transaction ID
    • Customer/Member filter
    • Status filter
    • Store filter
    • Date range (select transaction date range)
    Filter Options

  4. Clear All
    Clears all filters to return to the initial list view.

    Clear All

  5. Transaction Data Table
    Columns displayed (as shown in screenshots):

    • Transaction Number
    • Store
    • Customer
    • Date
    • Due Date
    • Total
    • Transaction Status (e.g.: Ongoing, Completed, Returned)
    • Action (edit/detail icon, and other action menus)
    Transaction Table

2.2 How to Search Transaction Data (Optional)​

  1. Open Transactions → Transactions.
  2. Set the required filters (e.g. Status = Completed).
  3. Use Date range if you want to narrow the period.
  4. Click Clear All if you want to restart filters from scratch.

3. Steps to Add a Transaction Until Completion​

Step 1 — Go to the Transactions Menu​

  1. In the sidebar, click Transactions.
  2. Click the Transactions sub-menu (not Return Transactions).

Step 2 — Click the "Add" Button​

  1. On the Transaction List page, click the Add button (top right).
Add Button

Result: the system opens a new transaction form page.

Step 3 — Fill in "Transaction Information"​

In the Transaction Information section, fill in the core transaction data.

Transaction Information

  1. Store

    • Select the store/branch where the transaction takes place (example: Cabang Bengkong).
    • Make sure to select the correct store as it will affect transaction recording.

  2. Warehouse (if available in your form)

    • Select the warehouse used as the source of product stock.
    • If your system uses stock, the warehouse selection determines stock reduction.

  3. Due Date

    • Fill in the due date and time (deadline) if the transaction has a time limit (e.g., for orders/bookings).
    • Click the calendar icon to select the date and time.

In some views (other screenshots), information may include Employee and Status Information. Generally, these appear after the transaction is created/re-accessed.

Step 4 — Fill in "Customer Information"​

In the Customer Information section, select the buyer's identity type.

Customer Information

  1. Select One: Customer / Member

    • Customer: for general buyers.
    • Member: for members (usually connected to a loyalty program).

  2. Search & Select Name

    • Click the name search field (example: Adisti).
    • Select from the available list.

  3. After selection, customer data will typically be filled in such as:

    • Phone
    • Email
    • Address

If the customer name doesn't exist yet, add it first through the Customers menu (if your system requires stored customer data).

Step 5 — Add Products to Transaction​

Go to the Product Information section.

Product Information
  1. Click the Add Product button (top right of the product table).
  2. The system displays the Add Product modal/popup.
Add Product Modal

In the Add Product modal, check and fill in:

  1. Name

    • Usually auto-filled according to the selected product (example: Logitech Black).

  2. Qty

    • Enter the product quantity (example: 10).

  3. Unit

    • Auto-filled according to the product (example: Pcs).

  4. Unit Cost

    • Enter/check the unit price (example: 80,000).

  5. Subtotal

    • The system calculates automatically (Qty × Unit Cost).

  6. Click Add to add the product to the transaction list.
    Click Cancel if you want to close the modal without saving changes.

Step 6 — Adjust Qty/Price/Discount per Product (If Needed)​

After products are added to the table, you can make adjustments directly on the product row.

Product Adjustments

  1. Price

    • Change if necessary (e.g., special pricing).

  2. Quantity

    • Adjust the quantity of items.

  3. Discount

    • Select the discount type (example: None).
    • Fill in the discount value if the discount feature is enabled.

  4. Total

    • The system displays the total per line (calculated after discount if applicable).

  5. Action Icons on Product Row

    • ( + ) green button: add/duplicate product row (as per your application implementation).
    • Delete red button: remove product from transaction.

Make sure items not being purchased are removed so subtotal and total price are accurate.

Step 7 — Select Payment Method & Fill in Payment​

In the right panel (payment summary), configure the payment.

Payment Summary Payment Details

  1. Subtotal

    • Auto-calculated from the total of all items.

  2. Payment Method

    • Select the payment method (example: Cash).
    • If other methods are available, select according to the transaction.

  3. Service Fee

    • Fill in if there are additional fees (e.g., service/administration fee).
    • If none, leave as 0/empty according to system guidelines.

  4. Total Price

    • Auto-calculated (Subtotal + Service Fee − Discount/Voucher).

  5. Voucher (Optional)

    • Enter the voucher code in the Voucher field.
    • Click Apply to apply the voucher.
    • After the voucher is applied, the total price will adjust (according to voucher rules).

  6. Total Paid

    • Enter the amount paid by the customer.

  7. Change

    • The system calculates automatically: Total Paid − Total Price.

If the change is 0, the payment is exact. If negative (or cannot be saved), it's usually because Total Paid is still less than Total Price.

Step 8 — Save Transaction​

  1. After all data is correct (customer, products, payment), click the Save button.
  2. The system saves the transaction and typically:
    • Creates a Transaction Number
    • Changes the status to Completed (or according to your business flow)
    • Provides buttons for Print Bill and/or View Invoice
    Transaction Saved

4. Print Bill & View Invoice​

After the transaction is saved, you can print or view the invoice.

Print and View Invoice View

4.1 View Invoice​

  1. Click the View Invoice button.
  2. The system displays the invoice according to the available template.
View Invoice Invoice Example 1 Invoice Example 2

4.2 Print Bill​

  1. Click the Print Bill button.
  2. A popup with print type options appears:
Print Options Print Template Options Print Settings

  1. Select one:

    • Store Template: more complete invoice format (suitable for offline/retail transactions).
    • Online Template: more concise format (suitable for online transactions/simple receipts).

  2. On the print page, select the printer type:

    • Regular Printer
    • Dot Matrix Printer

  3. Click the Print button.

Print Button

5. Canceling a Transaction​

Transaction cancellation in the system is irreversible and usually requires authorization.

Cancel Transaction

Cancellation steps:

  1. Open the transaction details.
  2. Click the Cancel Transaction button.
  3. A cancellation confirmation popup appears.
Cancel Confirmation
  1. Enter the Owner Access Code to proceed.
Owner Access Code
  1. Click Confirm Cancellation.

After cancellation, the transaction status may change according to system configuration (e.g., becomes Canceled or triggers a return process if payment/stock has already been recorded).