What You’ll Learn

By the end of this guide, you’ll be able to:

• Find any transaction quickly
• Filter and sort transaction history
• Edit and correct transactions
• Export transaction data
• Understand transaction details

---

Understanding Transaction History

The History section is your complete business activity log. Every stock movement is recorded here:

Transaction Type	When It Appears
Stock In	Inventory received
Stock Out	Sales made
Stock Audit	Inventory adjustments
Transfer	Between businesses
Expense	Business spending

---

Accessing Transaction History

1. Tap “History” in bottom navigation
2. View list of all transactions (newest first)
3. Default shows last 30 days

---

Finding Specific Transactions

Quick Search

Fastest way to find a transaction:

1. Tap search bar at top
2. Type any of:
   • Product name (“Coffee Beans”)
   • Customer name (“John Smith”)
   • Transaction ID (if known)
   • Amount (“50000”)
3. Results filter instantly

Advanced Filtering

Tap “Filter” to narrow results:

By Transaction Type:

• Stock In only
• Stock Out only
• Stock Audit
• All types

By Date Range:

• Today
• Yesterday
• Last 7 days
• Last 30 days
• Custom range (pick start and end dates)

By Payment Status:

• Paid
• Partial
• Unpaid
• All

By Customer:

• Select specific customer
• Or search customer name

By Staff Member:

• Transactions by specific employee
• Useful for auditing

Sorting Results

Change sort order:

• Newest first (default)
• Oldest first
• Highest amount
• Lowest amount
• By customer name

---

Viewing Transaction Details

Transaction Card

Each transaction shows:

• Type icon (in/out/audit/expense)
• Date and time
• Customer name (if applicable)
• Product summary
• Total amount
• Payment status badge

Detailed View

Tap any transaction to see:

Header Information:

• Transaction ID
• Date and time
• Staff who created it
• Transaction type

Product Details:

• List of all products
• Quantities
• Unit prices
• Subtotals

Financial Summary:

• Total amount
• Amount paid
• Balance due (if any)
• Payment method

Additional Info:

• Customer details
• Notes
• Supplier (for Stock In)
• Reference numbers

Actions from Detail View

Available actions (vary by permissions):

• Edit — Modify transaction
• Delete — Remove transaction
• Print — Print receipt/invoice
• Share — Send via WhatsApp/email
• Duplicate — Copy for new transaction
• Return — Process return/refund

---

Editing Transactions

When You Can Edit

Editing allowed for:

• Recent transactions (time limit varies by settings)
• Your own transactions (if permission enabled)
• Any transaction (owner/admin with full permissions)

What You Can Edit

Field	Editable?	Notes
Product quantities	✅ Yes	Affects stock
Prices	✅ Yes	Affects revenue
Customer	✅ Yes	Updates linkage
Payment status	✅ Yes	Updates receivables
Notes	✅ Yes	No system impact
Date	⚠️ Limited	May need admin
Staff	❌ No	Creator preserved

How to Edit

1. Open transaction detail
2. Tap “Edit” (top right)
3. Modify fields as needed
4. Review changes
5. Tap “Save”

⚠️ Important: Editing affects:

• Inventory levels (stock recalculated)
• Financial reports (revenue updated)
• Customer balances (receivables adjusted)

Edit carefully and document reason in notes.

---

Deleting Transactions

When to Delete vs. Edit

Delete when:

• Completely wrong transaction
• Duplicate entry
• Test transaction

Edit when:

• Minor correction needed
• Amount slightly wrong
• Customer wrong

How to Delete

1. Open transaction detail
2. Tap three dots menu
3. Select “Delete”
4. Confirm deletion
5. (Optional) Enter reason for audit log

⚠️ Warning:

• Deletion is permanent
• Stock levels restored
• Financial records adjusted
• Action may be logged

Recovery

Deleted transactions:

• Cannot be recovered by users
• May be recoverable by support (contact within 30 days)
• Consider exporting data before major deletions

---

Exporting Transaction Data

Export Options

For accounting:

1. Apply filters (date range, type)
2. Tap “Export”
3. Select format:
   • Excel/CSV — For spreadsheets
   • PDF — For records
   • JSON — For developers
4. Choose fields to include
5. Download file

Export Fields Available

• Transaction ID
• Date and time
• Type (In/Out/Audit)
• Products (with quantities)
• Customer name
• Total amount
• Payment status
• Payment method
• Staff member
• Notes

Scheduled Exports

For regular reporting:

Some plans support:

• Weekly email exports
• Monthly automated reports
• API access for integration

Contact support to set up.

---

Transaction Workflows

Daily Reconciliation

End-of-day routine:

1. Go to History
2. Filter “Today”
3. Review all transactions:
   • Verify amounts match cash register
   • Check for missing entries
   • Note any discrepancies
4. Export for records
5. Resolve any issues

Weekly Review

Business health check:

1. Filter “Last 7 days”
2. Sort by amount (high to low)
3. Review:
   • Top sales
   • Unusual transactions
   • Pending payments
4. Follow up on receivables

Monthly Reporting

Financial summary:

1. Set custom date range (month)
2. Export all transactions
3. Import to accounting software
4. Reconcile with bank statements

---

Troubleshooting Common Issues

”Transaction not found”

• Check date range in filters
• Try different search terms
• Verify transaction wasn’t deleted
• Check if viewing correct business (multi-business users)

“Can’t edit transaction”

• Editing time limit may have expired
• Insufficient permissions
• Transaction already exported to accounting (locked)
• Contact owner/admin for assistance

”Duplicate transactions”

• Search for similar amounts/dates
• Delete the incorrect one
• Add note explaining correction
• Review process to prevent future duplicates

”Wrong customer attached”

• Edit transaction to change customer
• Or delete and recreate
• Customer history updates automatically

”Export not working”

• Check internet connection
• Reduce date range (try smaller chunks)
• Clear app cache
• Try different format

---

FAQ

Q: How long is transaction history kept? A: Forever! Kelola retains all transaction history as long as your account is active.

Q: Can I see transactions from all my businesses? A: No, History is per-business. Switch businesses in Account menu to see other locations.

Q: Can staff see all transactions or only their own? A: Depends on permissions. Staff with view_all_transactions can see everything; otherwise only their own.

Q: How do I find a transaction from months ago? A: Use custom date range filter, or search by customer/product name.

Q: Can I bulk delete transactions? A: Not recommended. Bulk deletion is restricted. Contact support if absolutely necessary.

Q: What’s the difference between Delete and Return? A: Delete removes the transaction completely. Return creates a reversal transaction while keeping original record.

Q: Can I attach files to transactions? A: Currently no, but you can include file references (invoice numbers, photo IDs) in notes.