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. |
| Tags | Grouped condition + tag picker | Tags applied to the refund receipt itself. |
| Customer Tags | Grouped condition + tag picker | Tags applied to the refund receipt's customer. |
| Locations | Multi-select pillbox | Narrow to specific locations. |
Each tag filter is a boxed group titled with what the tags belong to, pairing a Condition dropdown — Has Any (default), Has All, Does Not Have Any, Does Not Have All — with a Tags picker. It only applies once you pick at least one tag.
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.
Related
- Payments — the original charges that refunds often reverse.
- Credit Memos — the sibling "reduce the balance" tool that doesn't move money.
- Customer Accounting (per-customer) — where refund receipts are initiated.