Documentation

Credit Memos

Requires. Invoices with View on at least one location. Same permission as Invoices — you don't need a separate credit-memo view permission.

A credit memo in SecurityTrax is a record that reduces a customer's open balance without sending any money. You issue one when you agree to waive a charge, apply a goodwill credit, or correct an overcharge without processing a refund. They appear on the customer's statement as a reduction to their balance.

This page is the cross-customer list of every credit memo. It uses the same underlying invoice record as actual invoices, with invoice_type = 'credit_memo' — so the shape is similar to Invoices but the view is simplified.

Getting here

  • From any Accounting page, click Credit Memos in the sub-nav.
  • Or navigate directly to https://portal.securitytrax.com/{your-company}/accounting/credit-memos.

Filters

Click the filter icon to open the Filter Credit Memos flyout.

Section 1: Sort and per-page (sticky)

Field Type Options Default
Sort by Dropdown ID, Date (created), Customer — each ascending/descending ID descending
Per page Select 10, 25, 50 50

Section 2: Narrowing filters

Field Type Notes
Created date — From / To Date pickers Narrow to credit memos created in a window.
Locations Multi-select pillbox Narrow to specific locations.

Click Submit to apply. Clear removes all filter criteria but keeps your current sort order and per-page setting.

Use the pagination controls above or below the table to move through longer result sets. The Per page filter controls how many credit memos appear on each page.

Columns

Column What it shows Sortable?
ID The credit memo ID, as a badge. Yes
Date When the memo was created, formatted. Yes
Customer Customer name, clickable to their Accounting tab. Yes
Amount The credit memo total. —
Status The credit memo's derived status. —

No bulk actions. No aging summary. Simpler than Invoices because credit memos don't have due dates or outstanding balances.

Credit memo vs. refund receipt

The distinction often confuses new users:

  • Credit memo — reduces the customer's balance on paper. No money moves. The customer owes less.
  • Refund receipt — returns money to the customer (back to their card, or a check cut). The customer's balance goes back down, and so does your cash.

Both are tracked as invoice records; they just have different invoice_type values (credit_memo vs. refund_receipt) and show on different pages.

Non-obvious behaviors

  • Same table as Invoices. Credit memos live in the same underlying invoice table as regular invoices. The only difference is the invoice_type column. An advanced user who queries the DB directly would see them together — in the UI they're split by purpose.
  • Shared permission. Anyone with invoice-view can see credit memos. If your company wants to restrict credit-memo visibility separately, that's not a configurable option today.
  • No "created memo for invoice X" link here. You can see the customer and the amount, but not which specific invoice the memo is credited against. Drill into the customer's Accounting tab for that context.

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