Transactions: What are Transactions? - shopVOX Pro

Tyler MacDonald Updated by Tyler MacDonald

In shopVOX, a transaction typically refers to any activity or operation that involves the exchange of goods, services, or payments within the system. Transactions in shopVOX can include various actions such as creating quotes, generating invoices, recording payments, tracking orders, managing inventory, and more.

From the top menu,select the "Transactions" icon, to display a list of available transactions

  1. Quotes: Quotes are documents issued by a business to provide prospective customers with pricing information for products or services. They outline the details of the proposed transaction, including the quantity, description, and price of items or services, as well as any terms and conditions. Quotes are typically generated in response to customer inquiries or requests for proposals.
  2. Sales Orders: Sales Orders are documents generated by a business to confirm a customer's request to purchase products or services. They contain details such as the customer's information, the items or services ordered, quantities, pricing, delivery instructions, and any applicable terms or conditions. Sales orders are used to initiate the fulfillment process and serve as a reference for invoicing and shipping.
  3. Client Orders: Refer to orders placed by customers through the Ecommerce Add-On for products or services offered by a business. Client orders are processed and managed by the business to fulfill customer demands efficiently.
  4. Invoices: Invoice are documents issued by a seller to request payment from a buyer for products or services provided. They detail the items or services delivered, quantities, prices, payment terms, and any applicable taxes or discounts. Invoices serve as a formal record of the transaction and provide the buyer with information necessary for making payment.
  5. Purchase Orders: Purchase orders are documents issued by a buyer to authorize the purchase of goods or services from a supplier. They include details such as the buyer's information, the items or services to be purchased, quantities, pricing, delivery instructions, and any other relevant terms or conditions. Purchase orders are used to initiate the procurement process and facilitate communication with suppliers.
  6. Payments: Payments refer to the transfer of funds from a buyer to a seller in exchange for goods or services. They represent the fulfillment of a financial obligation and are typically made using various payment methods, such as cash, check, credit card, or electronic transfer. Payments are recorded and tracked by businesses to manage their cash flow and reconcile accounts.
  7. Credit Memos: Credit memos, also known as credit notes or credit memoranda, are documents issued by a seller to indicate that the buyer is owed a refund or credit for returned goods, over payments, or other reasons. They serve as a record of the credit issued and are used to adjust the buyer's account balance or apply the credit to future purchases.
  8. Refunds: Refunds are the return of funds from a seller to a buyer as reimbursement for returned goods, cancelled services, or over payments. They are typically issued in response to customer requests for restitution or dissatisfaction with a purchase. Refunds may be provided in the form of cash, credit to the original payment method, store credit, or replacement products.
  9. Material Receipts: Material receipts refer to the process of receiving and recording incoming inventory or materials from suppliers. This includes verifying the quantity and quality of goods received, updating inventory records, and reconciling any discrepancies between the received items and the corresponding purchase orders. Material receipts are essential for maintaining accurate inventory levels and ensuring that the business has the necessary materials to fulfill customer orders.

Accessing or Creating New Transactions

  1. Quotes
    1. Select Transactions Quote, to access all of your Quotations
    2. Select +"Add New Quote" to create a new quote
  2. Sales Orders
    1. Select Transactions Sales Orders, to access all of your Sales Orders
      Select +"Add New Sales Order" to create a Sales Order
  3. Client Orders
    1. Select Transactions Client Orders, to access all of your Client Orders
    Client order are created by clients through the Ecommerce platform Add-On
  4. Invoices
    1. Select Transactions Invoices, to access all of your Invoices
    2. Select +"Add New Invoice" to create an Invoice
  5. Purchase Orders
    1. Select Transactions Purchase Orders, to access all of your Purchase Orders
    2. Select +"Add New Purchase Order" to create a Purchase Order
  6. Payments
    1. Select Transactions Payments, to access all of your Payments
    2. Select +"Add New Payment" to create a Payment
  7. Credit memos
    1. Select Transactions Credit Memos, to access all of your Credit Memos
    Create Credit Memos directly from an Invoice if you intend to provide a credit for that particular invoice.
  8. Refunds
    1. Select Transactions Refunds, to access all of your Refunds
  9. Material Receipts
    1. Select Transactions Material Receipts, to access all of your Material Receipts
    2. Select +"Add New Material Receipt" to create a Material Receipt

New Transactions Quick Access Menu

A convenient method to initiate various transactions is accessible through the top menu. By selecting the green + symbol, you'll find a drop down list of available transactions, providing quick access to them.

  1. New Quote: Create a new Quote
  2. New Sales Order: Create a new Sales Order
  3. New Invoice: Create a new Invoice
  4. New Purchase Order: Create a new Purchase Order
  5. New Payment: Create a new Payment

New Transactions from the Customer

Upon accessing a Customer via the Customer menu, you'll encounter numerous options all linked to that specific customer. I encourage you to explore everything available for convenient reference. Additionally, you have the ability to create Transactions directly from any customer profile.

  1. From the top menu select Customers
  2. Choose the Customer for whom you wish to initiate a new transaction. For this example I am accessing the "ABC Company"
  3. From the Blue Action button you can Create a Quote, Sales Order, Invoice or Payment

Accessing Transactions from the Customer

You can access all your customers transactions from the customer screen.

  1. You will find a drop down menu of Transnational Views as per the image below highlighted in yellow
  2. You can select from the list to choose the view you wish to see
  3. You can add your own view by selecting "+Add New View"
  4. You can adjust the sort, filter, add or remove columns from your view, just as you can with other areas within shopVOX

shopVOX provides a comprehensive system for managing various transactions related to the exchange of goods, services, and payments. Transactions encompass a wide range of actions, including creating quotes, generating invoices, processing sales orders, managing payments, and more.

Users can conveniently access transaction functionalities through the top menu by selecting the "Transactions" icon, offering a quick and efficient way to initiate new transactions. Additionally, transactions can be created directly from customer profiles, allowing for seamless integration with customer interactions.

With features such as quotes, sales orders, invoices, purchase orders, payments, credit memos, refunds, and material receipts, shopVOX offers businesses the tools they need to streamline their operations and effectively manage their transactions. Through customizable views and options for sorting, filtering, and adding/removing columns, users can tailor their transaction workflows to suit their specific needs.

Overall, shopVOX empowers businesses to efficiently handle transactions, improve workflow processes, and maintain accurate records, ultimately contributing to enhanced productivity and customer satisfaction.

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