Documentation

Refund Receipts

Requires. Invoices with View on at least one location. Same permission as Invoices and Credit Memos.

A refund receipt is SecurityTrax's record of money you've given back to a customer — reversing a payment, refunding an overcharge, cancelling an install mid-project, whatever. Unlike a Credit Memo (which reduces what the customer owes on paper), a refund receipt moves real money back to the customer.

This page is the company-wide list. It uses the same underlying invoice record as regular invoices, with invoice_type = 'refund_receipt'.

Getting here

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

Filters

Click the filter icon to open the Filter Refund Receipts flyout. Identical shape to Credit Memos.

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 refunds issued 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 refund receipts appear on each page.

Columns

Column What it shows Sortable?
ID The refund receipt ID, as a badge. Yes
Date When the refund was issued, formatted. Yes
Customer Customer name, clickable to their Accounting tab. Yes
Amount The refunded amount. —
Status The refund's derived status. —

No bulk actions. No aging summary.

Refund receipt vs. credit memo — picking the right one

Use a refund receipt when:

  • The customer paid and you're sending money back (card, ACH, check).
  • You're cancelling a contract mid-term and returning a prorated amount.
  • An overcharge needs to be reversed physically, not just written off.

Use a credit memo when:

  • The customer hasn't paid yet and you want to reduce what they owe.
  • You're applying a goodwill credit against a future invoice.
  • You're correcting a billing error before the customer was charged.

The money-moved-or-not distinction is the key.

Non-obvious behaviors

  • Same permission as Invoices. Invoices with View covers all three: invoices, credit memos, and refund receipts. There's no separate refund-view gate today.
  • No link to the original payment being refunded. The refund is a standalone record here — you can see the amount and customer, but finding which specific payment this reverses requires drilling into the customer's Accounting tab.
  • Refund receipts don't automatically update payment status. If you issue a refund for $X, the original payment stays at its original amount; the refund is its own record. The customer's net balance math works out because both records exist.

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