Search Transactions

 

Back Office > Terminal Sales > Search Transactions

 

Description

 

This menu item is used to search and view Transactions that have been processed in SwiftPOS Back Office. Transactions can be searched using the search filters provided. In addition the number of Transactions displayed can be restricted by selecting the TOP# option and entering the number required.

 

To Be Considered

 

  1. Note : When a Sale is placed on hold at a SwiftPOS Touch terminal, a Transaction is sent back to the SwiftPOS Back Office to show that a Sale with this value has been held. This is for auditing purposes only.
  2. Note : Instructions will only be displayed in the Transaction Detail section of the screen, when they have a non-zero value. Zero value Instructions will NOT be displayed.

 

Search Transactions

 

 

Search Filters

 

  • The filters at the top of the screen can be used to limit the number of rows displayed in the grid. The filters include the following types:

    • Date Range From/To -  The filter fields of this type are: Period drop down list and From/To Dates.
    • Drop Down Lists - The filter fields of this type are: Shift ID. Note : The drop down list will only be populated when a Location and/or Terminal is selected.
    • Full/Partial Texts - The filter fields of this type are: String - Enter the textual information to return those Sale Transactions that have the same full/partial text appearing in their String PLU field.
    • Check Boxes - The filter fields of this type are:
      • Hide Zero Priced Instructions - Select to ensure that Instructions that have a Zero price are NOT displayed in the Transaction Detail section of the screen
      • Hide Log On/Off Transactions - Select to NOT return any Log On/Off Transactions. Given these have a $0.00 Sales value, they are often not required to be returned.
      • Hide Time Clock Transaction - Select to NOT return Clerk/Staff Member Clock On/Off Transactions. Given these have a $0.00 Sales value, they are often not required to be returned.
    • Search Screens - The filter fields of this type are: Clerk, Family, Locations, Location Group, Media, Member, Product, Price Level, Product Group, Receipt, Table, Terminal and Voucher.
    • Top # Filter
    • Sales Value Between - Enter the From/To value range to restrict the Sale Transactions returned to a those that have a value in (inclusive of) the range specified. Default is -999999.99 to 999999.99.

  • Transaction Count - Displays the number of Sale Transactions listed in the grid.

 

Grid

 

  • The grid displays the: Type Indicator (see below for a list of the types), Terminal #, Receipt #, Clerk #, Sale Total and Date/Time. Note : Rows displayed in the grid can be sorted by toggle selecting the column headings.

 

Noteworthy

 

The following transaction Type Indicators are:

  • B = Generated in the SwiftPOS Back Office
  • T = Table related Transaction

(Also includes transactions relating to Phone/Web Orders)

  • D = Docket related Transaction
  • R = Room related Transaction
  • L = Layby related Transaction
  • A = Account related Transaction
  • * = Generated in the SwiftPOS Back Office via Invoicing

 

Transaction Detail

 

  • Show Extended PLU Information - Select to display the Product Full Description, the PLU and Price Level information for each item in the Transaction. This information is displayed in the Detailed Transaction Information part of the screen, which can be found on the right hand side of the screen. Below are examples of this option NOT selected and selected:

Show Extended PLU Information NOT selected

 

Show Extended PLU Information selected

 


  • - The arrow buttons at the bottom right hand corner of the screen can be used to scroll through the Transactions listed in the grid.

 

Footer

 

  • Print/Preview - Select from the drop down list to print one of the following:

 

 

Note : Points will only be reported if the Hide Back Office Invoice Points option is NOT selected.

 

  • Export - Select to export all the Transactions currently displayed in the grid to Excel.
  • Video - Select to invoke the security (DVR) surveillance application to view video footage of the selected Sale Transaction. For information relating to setting up a security (DVR) surveillance camera, click here. Note : This button will only be visible when the DVR application has been selected in Global Preferences. Also Local Configuration settings relating to Video are set here.
  • Tools - Select from the following options:

    • Change Media - Select to change the Media type associated with the selected Transaction. Note : Access to this feature can be restricted via Clerk Security.
    • Date Shift - Select to correct any Sales Transactions that have been processed for an incorrect date/time period. For more information ...  Note : Access to this feature can be restricted via Clerk Security.
    • Reverse Visible Transactions - Select to reverse the transactions that are displayed in the grid. This needs to be done within the current Stocktake period. Older Transactions should be rung up as a credit using SwiftPOS Back Office Invoicing. This can also be done at the POS. Once selected the following confirmation will be displayed:

 

Note : Ensure only those sales transactions that need to be reversed are displayed in the grid.  Also, transaction with EFTPOS, Live Media, Points, etc, CANNOT be reversed. It is a simple function for reversing media for reporting purposes only. Access to this feature can be restricted via Clerk Security.

 

    • Reverse Selected Transaction - Select to reverse the transactions that are displayed in the grid. This needs to be done within the current Stocktake period. Older Transactions should be rung up as a credit using SwiftPOS Back Office Invoicing. This can also be done at the POS. Once selected the following confirmation will be displayed:

 

Note : Access to this feature can be restricted via Clerk Security.


    • Recalculate Tax - Select to recalculate the tax applied to all Transactions displayed in the grid.

 

Note : It is recommended that a database backup is done prior to doing this and to seek advice if not fully aware of the implications of doing this.

 

    • Recalculate Cost - Select to recalculate the Costs applied to all Transactions displayed in the grid. Note : It is recommended that a database backup is done prior to doing this and to seek advice if not fully aware of the implications of doing this.
    • Set Events for Transactions - Select to ensure that where applicable, associated Events will be set against all Transactions currently displayed in the grid. Note : If a Transaction does not fall within an Events Data/Time range or it is in a Location that is not associated with an Event, then it will NOT have an Event set against it. Also, it is recommended that a database backup is done prior to doing this. Also, this feature is only visible if the site is registered for the Events module.

 

  • Search by Posting/Transaction Date - Select this to toggle between Transactions being returned based on their Posting/Transaction date. The default is

Search by Transaction Date.

  • Display/Hide Member Photo - Select this to toggle the between the displaying/hiding of a Member's photo. The photo will only be displayed when the Transaction selected is associated with a Customer/Member. The photo is displayed in the bottom tight hand corner of the screen.
  • Close - Select to exit.

 

Ensure ABN# prints on Invoices Previewed/Printed from the Back Office

 

  1. Configure/Setup

 

    1. In Administration:
      1. In Global Preferences > Other tab -  Confirm the label required ABN/ACN/Company No is set. For example, ABN. Close and Save the changes,
      2. In Location Groups (Venues) > Full Edit - For each Location Group (Venue):
        1. Select the Details button.
        2. Confirm the ABN# is set.
        3. Repeat the above steps 1 and 2 for each Location Groups (Venues).

 

    1. Restart the SwiftPOS Back Office application.

 

  1. Confirmation of Configuration/Setup
    1. In Terminal Sales > Search Transactions:

 

      1. Set the Search Filters to display sale transactions in the grid.
      2. Select one of the transactions listed.
      3. Select both the Print and Preview buttons, and select the Invoice option.
      4. An example of the ABN# appearing on the Invoice can be seen here.

 

Related Topics

 

  1. Sales

 

Published 28 Mar 2024