Documentation

Payable Entries

Requires. Payables with View on at least one location. You see only payables on locations where you have that permission.

The Payable Entries page is the payroll admin's cross-customer view. It lists every commission, bonus, or other internal payable your company owes to employees and partners — a sales rep's commission on a sold deal, a tech's install bonus, a referral fee to an affiliate, and so on. Use it to approve batches, find unapproved entries, track paid vs. unpaid, or audit a specific payee.

For the individual payee's view of their own entries, see My Payroll. For entries tied to one specific customer, see Customer Payables.

Getting here

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

If your permissions include Payables but not Invoices/Payments/Funding, clicking the top-nav Accounting icon lands you here.

Outstanding totals

A small summary card sits above the list with three columns:

Column What it shows
Pending Sum of Amount − Amount Paid for every entry in PENDING status.
Approved Sum of Amount − Amount Paid for every entry in APPROVED status.
Total Outstanding The combined pending + approved balance — what you still owe out.

The card honors your Created date and Locations filters, but ignores the Statuses filter so the totals always answer "what's still owed?" regardless of how the list itself is filtered. Entries in PARTIALLY_PAID, PAID_IN_FULL, REQUIRES_REVIEW, and DENIED are excluded — only PENDING and APPROVED count toward the outstanding balance.

Filters

Click the filter icon to open the Filter Payable Entries flyout.

Section 1: Sort and per-page (sticky)

Field Type Options Default
Sort by Dropdown ID, Created Date, Customer, Amount — 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 When the entry was created.
Statuses Multi-select pillbox PENDING, APPROVED, PARTIALLY_PAID, PAID_IN_FULL, REQUIRES_REVIEW, DENIED.
Locations Multi-select pillbox Narrow to specific locations.

Statuses track each entry's lifecycle:

  • PENDING — generated by a payroll rule; not yet approved.
  • REQUIRES_REVIEW — flagged for a human to look at (e.g. unusual amount, missing data).
  • APPROVED — approved to be paid, but not yet paid.
  • PARTIALLY_PAID — some of the amount has been paid; balance remains.
  • PAID_IN_FULL — fully paid out.
  • DENIED — reviewed and rejected (e.g. payroll rule fired erroneously).

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

Columns

Column What it shows Sortable?
ID The payable entry ID, as a badge. Yes
Created Date When the entry was generated. Yes
Customer Customer name the payable is tied to, clickable to their Accounting tab. Yes
Job Function The payroll role and function that generated the entry (e.g. "Install Tech — Per Install"). Shown as — if not set. —
Payee The entity being paid (user, partner, affiliate). Shown as — if not set. —
Amount The gross payable amount. Yes
Amount Paid How much has actually been paid so far. —
Status One of the statuses above, shown as a colored badge. —

Bulk edit

Requires. Payables (Includes Payroll) with Modify on each affected customer's location for editing, or Delete for bulk delete. Entries you don't have permission to modify are silently skipped.

Tick the checkbox on the leftmost column of each row to select entries (or the header checkbox to toggle every row on the current page). Once at least one row is selected, a Bulk Edit button appears in the table header — click it to open the modal.

Field What it does
Payment Status Sets every selected entry to a specific status (PENDING, APPROVED, PARTIALLY_PAID, PAID_IN_FULL, REQUIRES_REVIEW, or DENIED).
Amount Paid Choose Set To Paid in Full Amount to copy each entry's Amount into Amount Paid, or pick the clear option to reset Amount Paid to 0.
Pay Date Pick Enter date to set a single date on every selected entry, or the clear option to wipe the date.

Each field defaults to -- Don't update -- — leave that selected to skip the field. Click Save to apply, or Delete (bottom-left) to delete the selected entries instead (a confirmation prompt follows).

Heads up. Payment Status cannot be cleared. Every payable must carry one of the six statuses; there is no "no status" state. The Bulk Edit modal does not offer a clear option for Payment Status, and the server rejects any tampered request that tries to clear it. To take an entry out of circulation, set its status to DENIED or delete it instead.

Typical workflows

Approving a batch for the week

  1. Filter Created date — From to the start of the pay week, To to today.
  2. Statuses: pick PENDING (and REQUIRES_REVIEW if you want those too).
  3. Submit.
  4. Review each entry — click the customer name to drill into the sale or install that generated it.
  5. When the batch is ready to release, your admin's payroll process moves entries from APPROVED to PAID_IN_FULL (typically in bulk via the payroll admin area, not this page).

Finding what a specific payee is owed

  1. Unfortunately the filter set here doesn't include Payee directly — you can't filter by the user being paid from this page.
  2. Workaround: that user can see their own entries on My Payroll, or filter by customer (if you're looking for a specific deal) and then sort by Payee.

Non-obvious behaviors

  • No "Payee" filter. Despite Payee being a column, there's no filter to narrow by payee. For per-payee analysis, that user's My Payroll view is a better tool.
  • No aging summary. Payables aren't aged like AR — they either are or aren't approved and paid.
  • Status values are from the PayrollPaymentStatus legacy enum class. Your admin can't add new statuses without a code change.
  • "Amount Paid" can exceed "Amount." Shouldn't usually happen, but manual adjustments can overpay. The status will be PAID_IN_FULL; the discrepancy is visible in the columns.

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