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Transactions: Your Financial Ledger

The Transactions section provides a comprehensive log of all financial activity in your café, serving as your digital accounting ledger with real-time updates and powerful filtering capabilities.

The Transactions page

Transaction Overview​

Every financial movement is recorded, including:

  • GamePass purchases
  • F&B sales
  • Wallet recharges
  • Play Lab rentals
  • Refunds and adjustments
  • Deposit collections

Viewing Transactions​

Default View​

The transaction list displays:

  • Transaction ID: Unique reference number
  • Date & Time: When the transaction occurred
  • User: Customer name and ID
  • Type: Category of transaction
  • Description: Details of the purchase
  • Amount: Transaction value
  • Payment Method: How payment was received
  • Status: Completed, Pending, or Failed
  • Staff: Employee who processed the transaction

Filtering Options​

By Date Range​

  • Today's transactions
  • Yesterday's activity
  • This week/month
  • Custom date range
  • Specific date selection

By Transaction Type​

  • Sales: All revenue transactions
  • Recharges: Wallet top-ups
  • Refunds: Money returned to customers
  • Adjustments: Manual corrections
  • Deposits: Security deposits collected

By Payment Method​

  • Cash
  • Credit/Debit Card
  • UPI/Digital Wallets
  • Bank Transfer
  • Wallet Balance
  • Promotional Credits

By Status​

  • Completed: Successfully processed
  • Pending: Awaiting confirmation
  • Failed: Transaction unsuccessful
  • Reversed: Refunded transactions

By User or Staff​

  • Search specific customer transactions
  • Filter by staff member
  • View walk-in customer sales

Transaction Details​

Click any transaction to view:

Complete Information​

  • Full transaction breakdown
  • Item-wise details
  • Tax calculations
  • Discount applications
  • Payment reference numbers
  • Print receipt
  • Email invoice
  • Process refund
  • Add notes
  • View user profile

Financial Reports​

Daily Reports​

Cash Register Summary:

  • Opening balance
  • Total cash received
  • Total cash paid out
  • Closing balance
  • Denomination breakdown

Sales Summary:

  • Total revenue
  • Transaction count
  • Average transaction value
  • Payment method distribution
  • Category-wise breakdown

Periodic Reports​

Weekly/Monthly Analysis:

  • Revenue trends
  • Growth comparisons
  • Peak business periods
  • Popular services
  • Payment preferences

Tax Reports:

  • GST collection summary
  • Tax liability calculation
  • Input tax credit
  • Filing-ready reports

Reconciliation Features​

Daily Closing​

  1. Count Physical Cash: Record actual cash in register
  2. System Calculation: Compare with system records
  3. Identify Discrepancies: Find any mismatches
  4. Document Reasons: Note explanation for differences
  5. Approve Closing: Supervisor verification

Bank Reconciliation​

Match your records with bank statements:

  • Import bank statements
  • Auto-match transactions
  • Flag discrepancies
  • Track pending deposits
  • Monitor settlement times

Refund Management​

Processing Refunds​

  1. Locate original transaction
  2. Click "Refund" button
  3. Select refund type:
    • Full refund
    • Partial refund
    • Store credit
  4. Enter reason for refund
  5. Choose refund method
  6. Process with approval

Refund Policies​

Configure automated rules:

  • Time limits for refunds
  • Approval requirements
  • Refund methods allowed
  • Documentation needed

Export & Integration​

Export Options​

Download transaction data as:

  • Excel (.xlsx): For spreadsheet analysis
  • CSV: For database import
  • PDF: For printing and filing
  • JSON: For API integration

Accounting Integration​

Connect with accounting software:

  • Tally export format
  • QuickBooks compatibility
  • Custom API endpoints
  • Automated daily exports

Audit Trail​

Transaction History​

Every transaction maintains:

  • Creation timestamp
  • Modification history
  • User actions log
  • Status changes
  • Note additions

Security Features​

  • Immutable Records: Transactions cannot be deleted
  • Edit Tracking: All modifications logged
  • Access Control: Role-based permissions
  • Digital Signatures: For high-value transactions

Analytics Dashboard​

Key Metrics​

Revenue Analytics:

  • Hourly revenue distribution
  • Day-wise patterns
  • Service-wise contribution
  • Growth trends

Payment Analytics:

  • Method preferences
  • Transaction success rates
  • Average processing time
  • Failed transaction analysis

Customer Analytics:

  • Spending patterns
  • Frequency analysis
  • Lifetime value
  • Churn indicators

Best Practices​

Daily Operations​

  1. Regular Reconciliation: Close cash register daily
  2. Receipt Management: Always offer receipts
  3. Documentation: Note unusual transactions
  4. Backup Records: Regular data backups

Month-End Procedures​

  1. Complete Reconciliation: Match all pending transactions
  2. Generate Reports: Prepare monthly summaries
  3. Tax Filing: Calculate tax obligations
  4. Archive Records: Store transaction backups

Fraud Prevention​

  1. Dual Approval: For high-value transactions
  2. Regular Audits: Random transaction checks
  3. Access Logs: Monitor who accesses financial data
  4. Alert Systems: Unusual pattern notifications

Troubleshooting​

Common Issues​

Missing Transactions:

  • Check filter settings
  • Verify date range
  • Review pending status
  • Check user permissions

Reconciliation Mismatches:

  • Review refunds processed
  • Check manual adjustments
  • Verify cash deposits
  • Examine failed transactions

Report Discrepancies:

  • Ensure correct date range
  • Verify filter criteria
  • Check timezone settings
  • Review calculation methods