Viewing Transactions
This guide explains how to view, search, and manage your transactions in C-Tax. All your sales, purchases, and stock movements are tracked as transactions.
What is a Transaction?
A transaction in C-Tax is any recorded business activity:
- Sales - Goods or services sold to customers
- Purchases - Goods or services bought from suppliers
- Stock Movements - Inventory adjustments
Each transaction has a unique ID and is submitted to KRA for tax compliance.
Viewing All Transactions
Step 1: Go to Transactions
Click Transactions in the sidebar (or you can access specific types through Sales, Purchases, or Stock).
Step 2: View the Transaction List
You’ll see a table with all transactions showing:
| Column | Description |
|---|---|
| Reference | Invoice or transaction number |
| Type | Sales, Purchase, or Stock |
| Branch | Which location |
| Amount | Total value |
| Status | Completed, Pending, Failed |
| Date | When it was created |
Understanding Transaction Status
| Status | Color | Meaning | Action |
|---|---|---|---|
| Completed | Green | Successfully sent to KRA | None needed |
| Pending | Yellow | Waiting to be processed | Wait or check |
| Processing | Blue | Currently being sent | Wait |
| Failed | Red | Error occurred | Fix and retry |
Status Icons
- ✓ Green checkmark = Completed
- ○ Yellow circle = Pending
- ↻ Blue spinner = Processing
- ✗ Red X = Failed
Searching and Filtering
Search Box
Type in the search box to find transactions by:
- Invoice/reference number
- Customer name
- Supplier name
Filter Options
| Filter | What It Does |
|---|---|
| Branch | Show only selected branch |
| Type | Filter by Sales, Purchases, or Stock |
| Status | Show only certain statuses |
| Date Range | From date to date |
How to Apply Filters
- Look for filter dropdowns above the transaction list
- Select your criteria
- The list updates automatically
- Clear filters to see all transactions again
Common Filter Combinations
Today’s Sales:
- Type: Sales
- Date: Today
- Branch: Your branch
Failed Transactions:
- Status: Failed
- (All types)
Last Month’s Purchases:
- Type: Purchases
- Date: First of last month to last of last month
Viewing Transaction Details
Step 1: Find the Transaction
Use search or filters to locate the transaction.
Step 2: Open Details
Click on the transaction row or the View button.
Step 3: Review Information
The detail page shows:
Header Information:
- Transaction ID
- Invoice/Reference Number
- Date and Time
- Branch
- Status
Party Information:
- Customer (for sales) or Supplier (for purchases)
- TIN if provided
- Contact details
Items:
- List of all items in the transaction
- Quantities and prices
- Tax amounts
Totals:
- Subtotal
- Tax breakdown
- Grand total
KRA Information:
- Receipt number (if completed)
- Submission date
- QR code (for verification)
Retrying Failed Transactions
If a transaction failed, you may be able to retry it.
Step 1: Find the Failed Transaction
- Go to Transactions
- Filter by Status: Failed
- Or look for red status indicators
Step 2: Check the Error
Click to view details. Look for:
- Error message explaining what went wrong
- Hints on how to fix it
Common Failure Reasons
| Error | Possible Cause | Solution |
|---|---|---|
| Device offline | VSCU not connected | Check device status |
| Invalid item | Item not synced | Sync items with KRA |
| Connection timeout | Network issue | Check internet, retry |
| Invalid data | Missing fields | Review and correct data |
Step 3: Retry
If the issue is resolved:
- Look for a “Retry” button
- Click to retry the submission
- Wait for the result
Note: Some failures require creating a new transaction rather than retrying.
Transaction History
Why Transaction History Matters
- Audit Trail - Shows all business activity
- KRA Compliance - Proves tax submissions
- Business Records - Reference for customers/suppliers
- Dispute Resolution - Evidence of transactions
Keeping Good Records
While C-Tax stores all transactions:
- Note down important reference numbers
- Keep related paperwork organized
- Match transactions to physical receipts
Exporting Transactions
If available, you can export transactions:
- Apply filters for the data you need
- Look for “Export” or “Download” button
- Choose format (usually Excel or CSV)
- Save the file
Exports are useful for:
- Accounting software
- Tax preparation
- Business analysis
- Record keeping
Transaction Tips
Daily Tasks
- Check for failed transactions
- Verify today’s transactions are complete
- Review transaction totals
Weekly Tasks
- Review pending transactions
- Reconcile with physical records
- Address any failed items
Monthly Tasks
- Export transaction summaries
- Reconcile with bank statements
- Prepare tax reports
Frequently Asked Questions
Can I edit a completed transaction?
No. Completed transactions are submitted to KRA and cannot be changed. To correct errors, create a credit note or new transaction.
Can I delete a transaction?
No. All transactions are kept for audit purposes. Failed transactions remain in the system.
How long are transactions stored?
Transactions are stored indefinitely for compliance and audit purposes.
Why is my transaction stuck on “Pending”?
Possible reasons:
- Device is offline
- Network issues
- System processing delay
- Try refreshing or waiting
What does the QR code do?
The QR code on receipts allows anyone to verify the transaction with KRA. Scanning it shows the official record.
Next: Learn about Reports & Receipts for printing and reporting