Accounting

The Accounting tab on the Dashboard allows you to manage all your accounts-related tasks directly within Scantranx. It provides seamless integration with leading accounting platforms and tools to simplify financial management and record-keeping.

From this section, you can:

Connect your QuickBooks or Xero account for automatic data synchronization.
Add and manage vendors linked to your business operations.
Record and track expenses efficiently.
Generate and manage invoices for purchases and sales.
Create and monitor purchase orders for inventory restocking.

Tip: Integrating your accounting system with Scantranx ensures that all sales, payments, and expenses are automatically reflected in your books—saving time, reducing errors, and improving financial accuracy.

How to Connect Your QuickBooks Account

Scantranx seamlessly integrates with QuickBooks to help you automate your accounting processes. Once connected, your sales, expenses, taxes, and payment data will automatically sync between Scantranx and QuickBooks—eliminating manual entries and ensuring financial accuracy.

To connect your QuickBooks account:

Go to the Accounting tab on the Dashboard.
Click on QuickBooks Integration.
You will be redirected to the QuickBooks authorization page.
Log in with your QuickBooks credentials.
Select the QuickBooks company you want to connect.
Authorize Scantranx to access your accounting data.
Once connected, the system will confirm a successful integration message.

Tip: Ensure that your QuickBooks account is active and that you have administrator access before initiating the connection. Regularly sync data to keep your financial records up to date.

How to Connect Your Xero Account

Scantranx integrates with Xero Accounting to simplify bookkeeping and financial management. Connecting your Xero account allows you to automatically sync sales, taxes, expenses, and payment data—ensuring your financial records remain accurate and up to date.

To connect your Xero account:

Go to the Accounting tab on the Dashboard.
Click on Connect to Xero.
You will be redirected to the Xero login page.
Log in using your Xero credentials.
Select the Xero organization you want to connect to Scantranx.
Grant permission for Scantranx to access your accounting data.
Once connected, you will see a confirmation message indicating successful integration.

Tip: Ensure your Xero account is active and that you have appropriate admin privileges before connecting. Regular synchronization between Scantranx and Xero helps avoid discrepancies in your financial reporting.

Configuring QuickBooks

After successfully connecting your QuickBooks account, you can configure it within Scantranx to ensure your financial data maps correctly to your QuickBooks Chart of Accounts. This configuration ensures that all sales, taxes, and payment entries are recorded under the right categories.

To configure QuickBooks:

Go to the Accounting tab.
Click Configure QuickBooks.
Click Configure again to open the setup panel.
Add the required details by selecting the appropriate accounts from your Chart of Accounts.
Click Save Record to apply the configuration.

Once completed, your Scantranx transactions will automatically sync with the correct accounts in QuickBooks.

Tip: Consult your accountant or bookkeeper to ensure each transaction type (sales, taxes, fees, etc.) maps to the right QuickBooks account for accurate financial reporting.

Managing Vendors

The Managing Vendors section allows you to add, view, and edit vendor information within Scantranx. Vendors refer to suppliers or service providers from whom you purchase goods, inventory, or other business materials. Maintaining accurate vendor records helps streamline purchase orders, payments, and accounting integrations.

From this section, you can:

Add new vendors to the system.
Edit existing vendor details such as contact information or address.
Associate vendors with specific purchase orders or expenses.
Track vendor transactions for accounting and reporting purposes.

Tip: Keeping your vendor list organized helps ensure smoother procurement, faster payments, and accurate financial records when syncing with QuickBooks or Xero.

How to Add New Vendors

You can easily add new vendors to keep track of your suppliers and streamline your purchasing and accounting processes.

To add a new vendor:

Go to the Accounting tab on the Dashboard.
Select Vendors.
Click on Create Vendor.
Enter the Vendor Name.
Enter the Vendor Email.
Enter the Vendor Address.
Enter the ZIP Code.
Enter the Vendor Phone Number.
Enter the City and State.
Add any Notes related to the vendor (optional).
Select the Country.
Click Create Vendor to save the information.

The new vendor will now appear in your vendor list and can be linked to purchase orders, invoices, and expense records.

Tip: Always include accurate contact information for vendors to simplify future communications, payments, and accounting synchronization.

How to Edit Existing Vendors

You can update vendor details at any time to ensure your supplier information remains accurate and up to date.

To edit an existing vendor:

Go to the Accounting tab on the Dashboard.
Select Vendors.
Click on the Edit button next to the vendor you want to modify.
Make the desired changes to the vendor’s information.
Click Save Record to apply the updates.

The updated vendor information will immediately reflect across related purchase orders, invoices, and reports.

Tip: Review vendor details regularly to ensure contact information, tax IDs, and payment terms remain current—this helps prevent invoicing or communication errors.

Managing Expenses

The Managing Expenses section allows you to view and record business expenses directly within Scantranx. This feature helps you track operational costs, manage cash flow, and maintain accurate financial records.

From this section, you can:

Add new expenses such as utilities, supplies, or rent.
View and filter existing expenses by date, category, or vendor.
Link expenses to vendors for better accounting visibility.
Export expense reports for review or integration with accounting systems like QuickBooks or Xero.

Tip: Recording expenses regularly helps you maintain real-time visibility of your business’s financial health and simplifies end-of-month or year-end accounting.

How to Add New Expenses

You can record new expenses in Scantranx to keep your financial records accurate and up to date. Adding expenses regularly ensures that all business costs are properly categorized and reflected in your reports.

To add a new expense:

Switch to the Accounting tab on the Dashboard.
Select Expenses.
Click on New Expense.
Select an Expense Type (e.g., utilities, maintenance, supplies).
Select a Location where the expense occurred.
Add a brief Expense Description.
Select the Expense Date.
Enter the Expense Amount.
Select a Payment Mode (e.g., cash, card, or bank transfer).
Select a Vendor (if applicable).
Click Create Expense to save the record.

Your new expense will appear in the expense list and can be synced with your connected accounting system.

Tip: Assign clear categories and vendors to each expense to simplify accounting and generate accurate financial summaries.

How to Delete an Expense

If an expense was entered incorrectly or is no longer relevant, you can delete it from the system. This permanently removes the record, so ensure the deletion is intentional.

To delete an expense:

Switch to the Accounting tab on the Dashboard.
Select Expenses.
Click on the Trash Icon next to the expense you want to remove.

The selected expense will be permanently deleted from the system.

Note: Once deleted, an expense record cannot be recovered. Always confirm before deletion to avoid losing important financial data.

Tip: Instead of deleting, consider updating the expense details if you only need to correct an entry.

Managing Invoices

The Managing Invoices section allows you to handle all invoice-related tasks within Scantranx. You can create, view, and send invoices directly to customers, helping you streamline your billing process and maintain accurate financial records.

From this section, you can:

Create new invoices for sales or services.
View and edit existing invoices.
Email invoices directly to customers.
Track invoice status, including paid, pending, or overdue.
Export invoices for accounting or record-keeping purposes.

Tip: Keep your invoices updated and regularly email them to customers to ensure timely payments and maintain smooth cash flow.

How to Create a New Invoice

You can create new invoices in Scantranx to bill customers for products or services purchased. Each invoice can include multiple items, quantities, and due dates for efficient payment tracking.

To create a new invoice:

Switch to the Accounting tab on the Dashboard.
Select Invoices.
Click on New Invoice.
Select a Customer from the list.
Select a Product to include in the invoice.
Enter the Quantity of the selected product.
Click on Add Item to include additional products or services (add as many as needed).
Select a Due Date by which the invoice should be paid.
Click Create Invoice to generate and save the invoice.

The newly created invoice will appear in your invoice list and can be viewed, emailed, or exported as needed.

Tip: Always verify customer and product details before creating an invoice to avoid billing errors. You can also include payment terms or notes for clarity.

How to Update an Invoice

You can easily update the status of an existing invoice in Scantranx to reflect payments, adjustments, or changes. This helps maintain accurate financial tracking and ensures your records are always up to date.

To update an invoice:

Switch to the Accounting tab on the Dashboard.
Select Invoices.
Click on the three-dots icon next to the invoice you want to update.
Select the Status of the invoice (e.g., Paid, Pending, or Overdue).
Click Update Invoice to save the changes.

The invoice status will be updated instantly. You can also email the updated invoice to the customer for confirmation or record purposes.

Tip: Regularly updating invoice statuses helps you monitor outstanding payments and manage cash flow efficiently.

How to Email an Invoice

You can send invoices directly to your customers via email from within Scantranx. This ensures faster delivery, improves payment turnaround time, and helps maintain a digital record of all transactions.

To email an invoice:

Switch to the Accounting tab on the Dashboard.
Select Invoices.
Click on the Mail Icon next to the invoice you want to send.

The invoice will be emailed to the customer’s registered email address.

Tip: Always confirm that the customer’s email address is correct before sending. Sending digital invoices helps reduce paperwork and ensures customers receive their billing information instantly.

How to Delete an Invoice

If an invoice was created in error or is no longer needed, you can delete it from the system. Deleting an invoice permanently removes it from your records, so use this option carefully.

To delete an invoice:

Switch to the Accounting tab on the Dashboard.
Select Invoices.
Click on the Trash Icon next to the invoice you want to remove.

The selected invoice will be permanently deleted from the system.

Note: Once deleted, an invoice cannot be recovered. Always confirm before deleting to avoid accidental data loss.

Tip: Instead of deleting, consider updating the status to Cancelled if you want to keep a record for auditing purposes.

Managing Purchase Orders

The Managing Purchase Orders section allows you to create and track purchase orders (POs) with your vendors directly from Scantranx. This feature helps streamline your procurement process, ensuring accurate inventory restocking and expense tracking.

From this section, you can:

Create new purchase orders for different vendors.
View and manage existing POs by status (Pending, Received, or Completed).
Track quantities ordered and received to maintain accurate inventory levels.
Export or print purchase orders for vendor communication or record-keeping.

Tip: Regularly updating and monitoring your purchase orders helps prevent stock shortages and ensures timely supplier deliveries.

How to Create a New Purchase Order

You can create new purchase orders (POs) in Scantranx to request products or supplies from your vendors. Each purchase order helps you track ordered items, quantities, and vendor details efficiently.

To create a new purchase order:

Switch to the Accounting tab on the Dashboard.
Select Purchase Orders.
Click New Purchase Order.
Select a Vendor from the list.
Click on Find Products to view available inventory items.
Enter the Quantity for each product you want to include in the order.
Click Create Purchase Order to finalize and save the order.

Your new purchase order will now appear in the list, where you can track its status and manage updates as needed.

Tip: Double-check product quantities and vendor details before submitting the PO to avoid delays or incorrect shipments.

How to Update a Purchase Order

You can update the status of an existing purchase order to reflect its progress — such as when items are received, pending, or completed. Keeping your purchase order statuses current helps ensure accurate inventory and vendor tracking.

To update a purchase order:

Switch to the Accounting tab on the Dashboard.
Select Purchase Orders.
Click on the three-dots icon next to the purchase order you want to update.
Select the appropriate Status (e.g., Pending, Received, or Completed).
Click Update Record to save the changes.

The purchase order status will be updated in the system. You can also email the purchase order to the vendor directly from this screen for confirmation or record purposes.

Tip: Regularly updating purchase order statuses helps maintain accurate stock levels and ensures vendors are informed about order progress.

How to Delete a Purchase Order

If a purchase order was created in error or is no longer needed, you can delete it from the system. Deleting a purchase order permanently removes it from your records, so proceed with caution.

To delete a purchase order:

Switch to the Accounting tab on the Dashboard.
Select Purchase Orders.
Click on the Trash Icon next to the purchase order you want to delete.

The selected purchase order will be permanently removed from the list.

Note: Deleted purchase orders cannot be recovered. Ensure that the order is not linked to any received items or pending transactions before deletion.

Tip: If you wish to retain a record for reference, consider marking the purchase order as Cancelled instead of deleting it.