Transactions and Accounts

Every confirmed sale creates accounting documents on the server. You do not type them yourself. This page explains each document type, where to find it, and what you can do with it.

Invoice, receipt and voucher numbers are the prefix followed by a running counter that starts at 1000001. For example RCP1001953.

The menu items:

From sale to documents: the demo

Layla Al-Harbi bought two chicken buckets for SAR 658.00. She paid card 400 and cash 300 (SAR 42.00 returned as change). When the sale synced:

The company's invoice prefix in this demo is INV-OR, so its invoices read INV-OR1002060. Your prefix may differ.

Cash is stored net of change. Layla handed over 300 cash, but 42 went back, so the receipt records 258 cash.

Invoices

Open Transactions → Invoice. The title is Invoice List ("Manage customer invoices and payment status.").

*Invoice List: every confirmed sale creates an invoice (INV-OR1002060 for Layla's order, linked to offline receipt 2-11-261027-0003); filters incl. ZATCA status and Today; ZATCA bulk actions Sync ALL / Sync Failed / Sync Not Send / Sync Selected*

Filters

Results update as you type.

Columns

Selection box (Phase 2 only), Invoice Number (copy button), Offline Receipt No., Amount, Name, Invoice Date, Type, Due Date, Status, ZATCA Status (Phase 2 only) and Action.

The ZATCA badge reads SENT (green), FAILED (red), PENDING (blue) or NOT SENT (amber). See ZATCA.

Row actions

Tap the action button to open More Options:

• Share: send the invoice link or PDF (WhatsApp, email, share sheet).
• Phase 1 Print: prints the invoice with the ZATCA Phase 1 QR code. Shown when Phase 1 is on.
• Send to ZATCA, Phase 2 Print, Resync Invoice, Resync Invoice (Warning), Resync Invoice (Failed), Resync Invoice (Pending): Phase 2 actions. Which one you see depends on the invoice's ZATCA state.

Tap the row (or the eye icon) for Invoice details: Invoice Number, Customer Name, Customer Phone, Amount, Type, Invoice Date, Due Date, Status, Order Number and the Items (item, quantity, price, tax, total).

Bulk ZATCA sync

With ZATCA Phase 2 on, a bar above the table offers Sync ALL, Sync Failed, Sync Not Send and Sync Selected, plus Select Page and Unselect. See ZATCA.

Create an invoice by hand

Most invoices come from sales. For other charges:

1. Tap Create invoice.
2. Choose the Type (Order or Other), Invoice date and Due date.
3. Pick the Customer. Their balance is shown.
4. Add Invoice items: Item name, Unit amount, Tax %, Quantity.
5. Choose the Status (Paid, Pending, Failed) and Payment Method. Enter a Discount if any.
6. Check Total Amount, All Tax Amount and Total Payable, then Submit.

Export writes all matching invoices to Excel.

Receipts

A receipt is money received from a customer. Sales make receipts automatically, one per payment method used.

Open Transactions → Receipts (Receipt List, "Manage customer receipts and payments.").

*Receipt List: filters by receipt, order or offline receipt number, reference, name, phone, email, status, method and dates; Create Receipt*

Filters: Receipt No., Order / Offline Receipt No., Reference No., Name, Phone Number, Email Address, All Status, All Payment (method), From Date, To Date.

Columns: Receipt Number, Offline Receipt No., Customer Name, amount, Method, Status, Payment Reference, date and Action (View, Share). View opens Receipt payment details with each payment line (Invoice, Method, amount, date).

Create a receipt (customer pays a balance)

1. Tap Create Receipt.
2. Pick the Customer. Their balance is shown.
3. Tap + Add Item. Choose the Item Type:
   • Invoice Payment: pick the Invoice. The Invoice Amount and Balance Amount are shown. The amount cannot exceed the balance.
   • General Payment: a payment not tied to one invoice. Type a Description.
4. Set the Payment Date and Amount.
5. Choose the Payment Method and an optional Payment Reference.
6. Tap Submit. You see "Receipt created successfully".

A receipt with both kinds of items shows the type Mixed. Changing the customer clears the items ("Change Customer?").

Customer Vouchers

A customer voucher is money or credit going back to a customer: a refund, a credit note, or a discount after the sale. Sales returns with a refund create one automatically.

Open Transactions → Customer Voucher (Customer Voucher List).

*Customer Voucher List: filter by customer, voucher number, type, status and dates; Create Voucher (credit notes / payments back to customers)*

Filters: Customer Name, Voucher No, All Types, All Status, From Date, To Date.

Columns: Voucher Number, Customer Name, Type, Voucher Date, Due Date, Payment Method, Paid Amount, Status, Action.

More Options on a row: Share, and with ZATCA Phase 2 ZATCA Phase 2 (print) and Send Credit Note to ZATCA.

Create a customer voucher

1. Tap Create Voucher.
2. Pick the Customer*.
3. Choose the Type: Order, Discount, Sales Return or Other.
4. Set the Voucher date, status and Payment method.
5. Add Voucher items: Item name*, Unit amount*, Quantity.
6. Check the Total Amount and tap Submit.

Supplier Vouchers

Transactions → Supplier Voucher (Purchase Entry) opens the same Supplier Voucher List as Suppliers → Supplier Voucher. See Purchases.

Expenses

Record shop costs such as rent, electricity or cleaning.

Expense list

Open Transactions → Expense. The title is Expenses ("Manage expense entries and payments.").

*Expenses: filter by category, reference number, debit account and status; columns payment date, debit/credit account, amount; New Entry*

Filters: All Categories, Reference No, Debit account (All Debit Accounts), All Status. Columns: Reference number, Payment date, Category, Debit A/c, Credit A/c, Amount, Status. Tap a row for Expense Details with the Accounting Entry (Double Entry): Debit (Expense A/c), Credit (Cash/Bank A/c) and Transaction Amount.

Create an expense

1. Tap New Entry. The Create Expense form opens.
2. The Reference No. is filled automatically, for example EXP00120.
3. Set the Payment Date.
4. Choose the Expense Category (from the EXPENSE_CATEGORY list).
5. Type the Description / Vendor (for example "Office rent").
6. Choose the Expense Account (Debit): the cost account.
7. Choose Paid From / Source (Credit): the cash or bank account the money left.
8. Enter the Amount and choose the Payment Method.
9. Optional Notes.
10. Tap Create, or Create & create another to start the next one.

*Create Expense: auto reference number (EXP00120), payment date, expense category, description/vendor, expense account (debit), paid-from account (credit), amount, payment method, notes; Create or Create & create another*

Expenses paid in cash reduce the cash expected at day close. See Day close and shifts.

Party Accounts

Customer Transactions

Open Party Accounts → Customer Transactions (Customer Transaction, "Manage customer transactions and account history.").

*Party Accounts > Customer Transaction: every customer debit/credit with amount, customer, type, reference ID and date filters; sidebar shows the profile card with Active Store switcher*

Filters: Amount, Customer Name, Type (debit / credit), Reference ID, Date. Columns: No, Name, Amount, Type, Reference ID, date, Status, Action. View opens Transaction Details: Transaction ID, Transaction Type, Payment Method, Reference, Comment, Created At.

How Layla's sale shows up (as on her profile Transactions tab):

Her balance stays 0.00: everything she was charged she paid, and the return was refunded in cash.

Supplier Transactions

Party Accounts → Supplier Transactions opens the supplier ledger. See Purchases.

How it works

• Invoice on confirm. The server creates the invoice when the order is confirmed, and a receipt for each collected payment. With offline-first billing this happens when the sale syncs, not at the till.
• Credit sales. If part of a sale is "Sell on Credit", no receipt is made for that part. The invoice stays partly unpaid and the customer's balance goes up.
• Excess kept as credit. If the cashier turns on the excess toggle, the extra amount becomes customer credit instead of change.
• Balances. Debits (invoices, refund vouchers) raise what the customer owes; credits (receipts, returns) lower it.
• ZATCA. Only tax invoices and credit-note vouchers go to ZATCA. Receipts, expenses and proforma invoices do not.
• Stores. Lists use your active store. Switch store from the profile card in the sidebar.

Related

• Sales and orders
• Sales returns
• Customers
• ZATCA
• Quotations and proforma
• Purchases
• API: Transactions, invoices and receipts
• API: ZATCA
• API: Customers