Managing Sales

The Sales tab allows you to manage all your sales transactions in one place. From here, you can search, view, filter, and export sales data — giving you full visibility into your store’s performance.

This section explains how to navigate and use the Sales tab effectively.

Overview

Under the Sales tab, you can:

View all completed, pending, or refunded sales.
Search for specific orders by order number or date.
Export sales data for reporting or accounting purposes.
Open individual sales records to view transaction details, payment methods, and items sold.

The Sales tab provides quick insight into your daily business activity and is essential for reviewing performance or resolving customer inquiries.

How to Search for Orders

You can locate a specific sale using one of two search methods:

i. Search by Order Number

Go to the Sales tab from the top navigation bar.
In the search bar, enter the Order Number.
Click Search.
The matching order will appear in the results list.
Click the order record to view full transaction details.

Tip: This is the fastest way to locate a known transaction when the order number is available.

ii. Search by Date

Navigate to the Sales tab.
Select the Date Range or a specific date from the date picker.
Click Search.
All orders placed within that date range will appear in the list.

Note: You can combine filters (e.g., date + location) to narrow your search results.

View Order Details

You can easily view detailed information for any sales order, including products sold, payment method, total amount, and transaction status.

If you’ve searched for a specific order or clicked on its order number, the system will take you directly to the Order Details page.
Alternatively, you can follow these steps:

Go to the Sales tab from the main navigation menu.
Locate the order you wish to review.
Click on the View button next to the order.

4. Once the Order page opens up, click on the Order Detail link.

The Order Details screen will display the following information:

Order Number and Date
Customer Name and Contact Information
Payment Method (Cash, Card, Wallet, etc.)
List of Products Sold (including quantity, price, and total)
Subtotal, Tax, Discounts, and Total Amount
Order Status (Completed, Pending, Refunded, etc.)
Sales Representative/User who processed the transaction

Tip: From this page, you can also print the receipt or download the sales invoice for recordkeeping.

All the order details will appear on the screen. From here, you can update the payment mode for the order and send the receipt to the recipient. For online orders, you can also manage the shipping details from here.

Updating Payment Mode

If the cashier or customer selects an incorrect payment method during checkout or while generating a receipt, Scantranx allows you to correct it directly from the Order Details page.

Follow these steps to update the payment mode:

Go to the Order Details page as described in the previous section.
From the Payment Mode dropdown, select the correct payment option (e.g., Cash, Credit Card, Bank Transfer, Wallet, etc.).
Click the Update Payment Mode button to save the changes.

Note: Updating the payment mode will automatically reflect in reports and accounting summaries to ensure accurate financial records.

Tip: Only users with the necessary permissions (e.g., Manager or Administrator role) can modify payment details for completed transactions.

Email Receipt to the Recipient

Scantranx allows you to send a digital copy of the sales receipt directly to the customer via email. This feature ensures customers have an electronic record of their purchase for reference or returns.

To email a receipt:

Go to the Order Details page as described in the previous section.
Click the Email Receipt button.
The receipt will be automatically sent to the customer’s registered email address.

Note: Ensure that the customer’s email address is correctly entered in their profile before sending the receipt.

Tip: This feature helps reduce paper usage and provides customers with quick, convenient access to their purchase details.

Syncing to QuickBooks

Scantranx seamlessly integrates with QuickBooks to automatically sync your sales transactions for accounting and reporting purposes. Once the integration is properly configured, all completed transactions are automatically pushed to QuickBooks in real time.

However, if for any reason a transaction fails to sync automatically, you can manually trigger the synchronization.

To manually sync transactions with QuickBooks:

Go to the Sales tab from the main navigation menu.
Click the Sync QB button.
The pending transactions will begin syncing to your connected QuickBooks account.

Note: Ensure your QuickBooks integration settings and API credentials are correctly configured under Accounting → QuickBooks Integration before performing a manual sync.

Tip: Once synced, you can verify the transactions directly in your QuickBooks dashboard under the corresponding income or sales accounts.

Please note that if the software is working fine and QB is appropriately configured, you’ll see zero pending transactions. Also, the icon annotated in the following image shows that the transaction has been synced to QuickBooks:

Exporting Sales Data

Scantranx allows you to easily export your sales data for analysis, reporting, or recordkeeping. You can download your data in multiple formats — CSV, Excel, or PDF — depending on your preference or reporting needs.

To export sales data:

Go to the Sales tab from the main navigation bar.
At the top of the sales list, click on the CSV, Excel, or PDF button based on your desired format.
The file will be generated and automatically downloaded to your device.

Note: The exported file will include key details such as order number, date, customer name, payment mode, and total amount.

Tip: Exporting your data regularly helps maintain accurate accounting records and simplifies data sharing with your finance or audit team.