Knowledgebase

Overview

The Store Transactions module allows administrators to view, create, edit, and manage financial transactions associated with customer orders. This system provides comprehensive transaction tracking and management capabilities for your e-commerce operations.

Accessing Store Transactions

Navigate to Admin Area → Store → Transactions to access the transaction management interface.

Transaction List View

The main transactions page displays all store transactions in a sortable, searchable table with the following information:

• Date: When the transaction occurred
• Amount: Transaction value (positive for payments, negative for refunds)
• Type: Transaction category (cash, charge, check, credit, discount, fee, penalty, waiver, other)
• Description: Additional transaction details
• Customer: Associated customer information
• Order: Related order number and status
• Actions: Edit and delete options

Table Features

• Responsive Design: Automatically adjusts for mobile devices
• Search and Filter: Use the built-in search to find specific transactions
• Sorting: Click column headers to sort data
• Pagination: Navigate through large transaction lists
• Results Limit: Displays up to 1,000 most recent transactions

Creating New Transactions

1. Click the "Create transaction" button on the transactions list page
2. Complete the required fields in the transaction form
3. Click "Create transaction" to save

Required Fields

• Order ID: Select from available orders (non-partial status only)
• Amount: Transaction value (use negative amounts for refunds)
• Date: Transaction date and time
• Type: Select transaction category

Optional Fields

• Description: Additional notes (e.g., "check #140", "customer refund request")

Editing Existing Transactions

1. Locate the transaction in the list
2. Click the "Edit" button for the desired transaction
3. Modify the necessary fields
4. Click "Save Changes" to update

Transaction Types

The system supports the following transaction types:

• Cash: Physical cash payments
• Charge: Credit card or electronic payments
• Check: Check payments
• Credit: Account credits or refunds
• Discount: Applied discounts or promotional credits
• Fee: Additional charges or fees
• Penalty: Penalty charges
• Waiver: Waived fees or charges
• Other: Miscellaneous transaction types

Order Association

Transactions must be linked to existing orders. The system will:

• Display available orders (excluding partial status orders)
• Show order details including order number, date, and customer information
• Filter by customer ID if specified
• Require order selection for all new transactions

Amount Handling

• Positive amounts: Represent payments received
• Negative amounts: Represent refunds or credits issued
• Decimal precision: Supports any decimal amount for accurate financial tracking
• Currency formatting: Displays amounts with proper currency formatting

Date and Time Management

• Default date: New transactions default to current date and time
• Custom dates: Use the date picker to select specific transaction dates
• Format: YYYY-MM-DD hh:mm AM/PM format
• Time zone: Uses server's configured time zone

Customer Information Display

The system automatically displays associated customer information:

• Customer name
• Email address
• Clickable links to customer profiles (where applicable)
• Order history context

Deleting Transactions

1. Locate the transaction to delete
2. Click the "Delete" button
3. Confirm the deletion in the popup dialog
4. The transaction will be permanently removed

⚠️ Warning: Transaction deletions are permanent and cannot be undone.

Best Practices

Transaction Documentation

• Always include meaningful descriptions for transactions
• Reference check numbers, authorization codes, or other identifiers
• Note the reason for refunds or credits
• Document any special circumstances

Amount Accuracy

• Double-check amounts before saving
• Use negative amounts only for refunds and credits
• Ensure decimal precision matches your accounting requirements

Order Association

• Verify the correct order is selected before creating transactions
• Ensure order status is appropriate for the transaction type
• Review customer information for accuracy

Regular Monitoring

• Review transaction lists regularly for accuracy
• Reconcile with external payment systems
• Monitor for unusual transaction patterns

Troubleshooting

Common Issues

Transaction not saving: Verify all required fields are completed and amounts are in correct format.

Order not appearing in dropdown: Ensure the order status is not "PARTIAL" and matches any customer filters applied.

Date picker not working: Ensure JavaScript is enabled and browser supports the date picker component.

Permission errors: Verify administrator account has appropriate permissions for transaction management.

Error Messages

• "Could not save changes": Check form validation and try again
• Database connection errors: Contact system administrator
• Permission denied: Verify user access rights

Security Considerations

• Transaction management requires appropriate administrator permissions
• All transaction changes are logged for audit purposes
• Sensitive financial data is protected according to system security policies
• Regular backups ensure transaction data preservation

Integration Notes

• Transactions integrate with the order management system
• Customer account balances may be affected by transaction changes
• Reporting systems will reflect transaction modifications
• Third-party payment processors may require separate reconciliation

Support

For additional assistance with store transaction management, contact your system administrator or refer to the main WHMCS documentation for advanced configuration options.