Transactions

The Transactions in Optopro provides a centralized view of all financial and operational activities generated within the optical store. It captures every sale, payment, refund, adjustment, insurance claim, and internal financial movement, making it the single source of truth for store accounting and reconciliation. It allows optical stores to 

• • Track all financial activities generated through Sales Invoices, Orders, and Patient Payments.
  • Maintain a verified audit trail for all transactions (cash, credit, debit, insurance, e-transfers, and store credits).
  • Reconcile daily totals with the POS, bank deposits, and insurance receivables.
  • Identify discrepancies and ensure financial accuracy across systems.

Designed to support accuracy, transparency, and efficient daily operations, this module helps managers and staff quickly locate transaction details, track payment history, review balances, and maintain clean financial records. 

Key Features of Transactions Module

 Centralized Financial Overview

Displays all transactions made across the system, including:

• • Sales invoices
  • Payments received
  • Insurance payments
  • Refunds
  • Adjustments
  • Outstanding balances

Allows staff to review or filter financial activity without navigating multiple screens.

Detailed Transaction Breakdown

Each transaction includes complete information such as:

• • Transaction ID
  • Date & time
  • Customer/patient name
  • Associated invoice or order
  • Payment method (Cash, Debit, Credit, Insurance, E-transfer, Gift Card, Store Credit)
  • Payment status
  • Amount received or refunded
  • User who processed the transaction

Ensures transparency and supports auditing and compliance.

 Advanced Search & Filter Capabilities

Quickly find transactions using filters like:

• • Date range
  • Transaction type
  • Patient name
  • Invoice number
  • Payment method
  • Status (Paid, Pending, Partially Paid, Refunded, Reversed)
  • Staff member

Improves accuracy and speed during end-of-day reconciliations.

Integrated Payments Tracking

• • View all payments recorded against invoices.
  • Monitor partial payments and due balances.
  • Track insurance payments and outstanding third-party receivables.
  • Supports multi-payment transactions (e.g., split payments using card + insurance).

Refunds & Reversals

Record refunds professionally with complete details:

• • Refund payment method
  • Refund reason
  • Linked invoice reference

Auto-updates patient balances and financial records.

Maintains a timestamped audit trail for every reversal or correction.

Insurance Transaction Management

View insurance claims submitted through the system.

Track whether an insurance claim is:

• • Submitted
  • Approved
  • Rejected
  • Paid
  • Adjusted

Helps stores maintain accurate third-party receivables.

Audit Log & User Accountability

Every transaction is logged with:

• • Staff member
  • Date & time
  • Device/IP (if applicable)
  • Associated invoice/order

Ensures accountability and helps identify discrepancies or improper adjustments.

Exporting & Reporting

Export transactions to Excel or CSV for accounting purposes.

Generate reports for:

• • Daily cash register reconciliation
  • Insurance receivables
  • Payment method summaries
  • Sales vs. payments
  • Month-end accounting