Invoices Archive & Multi-Criteria Search Guide

The Invoices Archive (Dashboard ➔ Invoices) functions as the central transaction ledger in TRAX POS. Engineered for high-volume retail environments, it provides real-time transaction tracking, role-based terminal isolation, and automated cloud synchronization to ensure complete financial and operational auditability.

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1. Invoice Number Engineering Structure (14 Characters) #

TRAX POS enforces a strict, tamper-evident 14-character standard for all transaction receipts to ensure sequential consistency:

[POS Terminal Serial (6)]−[Fiscal Year (2)]−[Annual Sequential Counter (6)]

• Standard Format Example : YJRY01-26-000005
  1. Terminal Serial (6 characters): Represents the unique POS terminal hardware identifier (e.g., YJRY01).
  2. Fiscal Year (2 digits): Denotes the current financial year (e.g., 26 for 2026).
  3. Annual Sequential Counter (6 digits): An auto-incrementing annual sequence starting at 000001 that automatically resets at the beginning of each fiscal year.

Visual Reference: Invoices Archive & Filter Toolbar

(Upload and insert the generated invoices_table_ui image here)

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2. Role-Based Terminal Isolation (Security & Privacy) #

The invoice ledger automatically adapts its visibility based on the active user’s permissions:

• Cashier Role: Cashiers are strictly isolated to view transactions originating exclusively from their assigned POS workstation terminal serial number. They cannot inspect transactions processed on other registers.
• Administrator / Manager Role: Administrators enjoy global store visibility across all registers, unlocked by an additional POS Terminal filter dropdown to analyze individual or aggregated store sales.

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3. Multi-Criteria Filtering & Smart Search #

The filter toolbar operates reactively on both local IndexedDB and cloud storage without page reloads:

• Order Status Filter: Multi-select filtering across order lifecycles:
  • Completed (Green): Fully paid and finalized orders.
  • Pending Sync (Orange): Offline orders awaiting cloud synchronization.
  • On Hold (Orange row): Suspended carts stored for later completion.
  • Returned (Rose row): Official Storno return transactions.
• Payment Method Filter: Filter orders by tender type: Cash, Credit Card, PayPal, or Invoice.
• Date Range Picker: A calendar picker enabling instant daily, weekly, or custom billing period filtering.
• Smart Order Search Bar: Real-time search by full Order ID (YJRY01-26-000005) or plain sequential number (e.g., typing 5 automatically matches 000005 via leading-zero stripping).

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4. Visual Status Indicators & Audit Tags #

Each invoice record displays clear operational status badges:

• TSE Fiscal Signature Tag:
  • TSE Signed (Green badge with checkmark): Indicates the order holds an immutable digital signature. Hovering displays the transaction ID.
  • TSE Not Signed (Yellow warning): Highlights offline fallback receipts awaiting retroactive fiscal signing.
• Print Status: Shows Printed (Green check) or Not Printed (Red cross) to identify if physical thermal paper was dispensed.
• Cloud Sync Status: Displays Synced (Green cloud) or Local Only (Gray cloud) indicating pending background upload.
• Cross-Linked Return Badges:
  • Amber Badge (Has Return): Appears on original invoices that have associated returns; clicking opens the return receipt.
  • Rose Badge (Return Invoice): Distinguishes negative Storno invoices; clicking opens the original sale invoice.

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5. Toolbar Actions #

• Print Orders (🖨️): Generates an aggregated summary PDF of all currently filtered invoices.
• Export to Excel (📊): Downloads a formatted .xlsx spreadsheet complete with line subtotals, VAT amounts, customer names, and technical structure footnotes.
• Manual Cloud Sync (🔄): Instantly triggers a background push to upload local IndexedDB invoices to the cloud server.