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

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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

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Accessing Transaction History

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

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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

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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

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Editing Transactions

When You Can Edit

Editing allowed for:

• Recent stock transactions within the 30-day edit window
• Your own transactions (if permission enabled)
• Any transaction (owner/admin with full permissions)

Note: Stock transactions older than 30 days cannot be backdated, edited, or deleted.

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.

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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

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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.

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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

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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”

• Stock transactions older than 30 days are locked
• 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

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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: Stock transactions do not have general file attachments. Expenses support one receipt or proof attachment; see the Expense guide.

Current Filters and Excel Export

History can filter by transaction type, date, staff, supplier, customer, payment method, and payment status. The Filter button shows the number of active filters, and the app restores saved filter choices when you return to History until you reset them.

When you tap Download Excel, Kelola applies the same active staff, supplier, customer, payment-method, payment-status, date, and transaction-type filters to the exported file.

Returns appear in the original Stock In/Out detail and as return records with their own View Receipt action. See Handling Returns and Refunds.