Accounting — Transactions

Requires. Billing Information Page with View on the customer's location. Without it the whole Accounting tab is hidden in the header.

The Accounting tab is the customer's financial home — invoices sent, payments received, balances owed, recurring bills scheduled, funding status, and everything else money-related. Clicking Accounting in the header lands you on the Transactions sub-tab by default, which shows the aging summary for customer records plus a combined list of invoices and payments.

This page is the default landing when anything navigates to customers.accounting — the URL path doesn't include a sub-tab name. From here you use the accounting sub-nav to jump to other sub-pages.

Getting here

• Click Accounting in the customer's header tab bar (accounting icon).
• Or navigate directly to https://portal.securitytrax.com/{your-company}/customers/{id}/accounting.

The accounting sub-nav

Every page under Accounting shares a horizontal sub-nav directly under the customer's sticky header. Tabs, left to right:

Your view may be narrower if your permissions don't cover every sub-tab. On lead records, SecurityTrax hides customer-only accounting tabs such as Billing Methods, Statements, Recurring, Funding, and Billing Settings.

Parent/child banner

If the customer is a linked sub-customer of a parent (i.e. parent/child customer hierarchy is enabled and this customer has a parent), a purple banner appears at the top of the page:

• Reads: "This customer's accounting rolls up to {Parent Name}".
• A link directs you to the parent's Accounting tab, where the real AR, billing methods, and rollup payments live.

Creating a new payment on a sub-customer redirects you to the parent's payment-create flow automatically — the system assumes AR belongs to the parent.

Aging summary

At the top of customer records, a compact table shows the customer's open-AR aging buckets. Amounts use standard currency formatting, including commas for thousands.

Lead records do not show this aging summary because leads only support quote activity in this area.

All amounts are in dollars. The past-due figure is the single number to watch when assessing whether a customer is current or delinquent.

Transactions list

Below the aging summary, the Transactions list mixes invoices and payments in one chronological feed — newest first. It's a "customer statement" style view. Columns:

• Date
• Type — Invoice, Payment, Credit Memo, Refund, etc.
• Reference — invoice number, payment reference/check number, etc.
• Description — a short line describing the entry.
• Charges / Credits — dollar amount. Invoices and other charges increase the balance; payments and credits reduce it.
• Balance — the running customer balance after this entry.
• Status — paid, partially paid, unpaid, voided, deposited, etc.

Click any row to open that entry's detail page — an Invoice or Payment record.

Parent customers: rolled-up transactions

If the customer is a parent (and parent/child is enabled), the Transactions list also shows children's invoices and recurring invoices that have the Bill with parent flag set. So the parent's Transactions view is effectively consolidated AR for the parent + every child that rolls up.

Children whose invoices don't bill with the parent stay separate and only appear on that child's own Accounting page.

QuickBooks sync (if enabled)

If your company has QuickBooks integration configured, each invoice and payment row shows a small sync-status icon and a manual Sync action. Manually syncing one record:

1. Click the Sync action on the row.
2. SecurityTrax marks the record for sync and queues a QuickBooks sync job.
3. The sync job pushes the record to QuickBooks. The sync icon updates when the job completes.

If sync fails, the icon shows an error state — check the admin QuickBooks panel for details.

Warning. Syncing pushes data to QuickBooks. Duplicate records in QuickBooks can result if the record was already synced through a different path. Use the manual sync sparingly — most records sync automatically when they're created.

What you can do from Transactions

• Click an invoice row to view the invoice detail.
• Click a payment row to view the payment detail (requires Customer — Modify Payments permission; without it, payment rows display as plain text instead of links).
• Use the + New Transaction dropdown to create a new invoice, quote, refund receipt, or payment. The New Payment option requires Customer — Create Payments permission. On lead records, the dropdown only shows New Quote.
• Use the sub-nav to jump to Billing Methods, Statements, Recurring, Payables, Funding, or Billing Settings when those tabs are available for the record and your permissions.

Note. If you don't have Customer — View Payments permission, payment rows are hidden from the Transactions list entirely, and the "Payment" filter type is not available.

Related

• Invoices — per-customer invoice list, with create/edit and recurring-invoices tab.
• Payments — payment create/edit forms, accessed from the Transactions list.
• Billing Methods — cards and ACH accounts on file for recurring charges.
• Billing Settings — billing recipients and addresses by document type.
• Statements — generated activity statements.
• Payables — commissions your company owes tied to this customer.
• Funding — funder-payout status for the customer's contract.
• Accounting (company-wide) — the cross-customer version of all this.