Documentation

Payables

Requires.

  • Payables (Includes Payroll) with View to see the list.
  • Payables (Includes Payroll) with Modify to edit or create entries.

Payables on a customer record are the flip side of the money-in picture. Where Invoices and Payments track what the customer owes you, Payables tracks what you owe out as a result of this customer — commissions to the rep who sold them, bonuses to the tech who installed them, referral fees to a partner, etc.

Each payable is:

  • Tied to a specific customer (this one).
  • Tied to a specific user or external payee (a sales rep, a tech, a source, an affiliate).
  • Generated automatically when a key event happens on the customer (sale closed, install completed, funding paid, etc.).
  • Tracked through statuses from "earned" to "paid".

Getting here

  • Click Accounting → Payables in the customer's accounting sub-nav.
  • Or navigate directly to /customers/{id}/customer-payables.

The list

The list shows every payable tied to this customer:

  • ID badge — the payable's ID.
  • Type / function — which payroll function generated this (e.g. "Install Tech — Per Install", "Sales Rep — Commission"), drawn from the company's configured payroll rules (see Payroll Admin Overview).
  • Payee — which user (or partner/affiliate) is due the money.
  • Base amount — the raw computed amount.
  • Adjustments — any add/subtract line items that refined the amount.
  • Total — net amount, after adjustments.
  • Amount paid — how much has actually been paid out so far.
  • Status — earned, approved, paid, cancelled, held.
  • Earned date — when the triggering event happened.
  • Paid date — when payroll actually paid it out (blank if still pending).

Click a row to open the payable for editing.

Creating a new payable

Click + New Payable (button on the list toolbar, or via admin-generated fire).

Heads up. Most payables are created automatically when a sale is closed, an install is completed, or a funding event posts — SecurityTrax writes the payable for you. Creating payables manually is an exception, usually for one-off bonuses or corrections.

Manual payable form

Field Required? Type Validation Notes
Payable type / function Yes Select One of your company's payroll functions Categorizes the payable and drives which pool it's paid out of.
Payee Yes Select An active user or payable-eligible party Who gets the money.
Base amount Yes Currency ≥ 0 The pre-adjustment amount.
Adjustments No Multi-row Each row: label + signed amount Optional additions or deductions. E.g. "Chargeback adjustment: −$50".
Total — Computed — Base + adjustments. Shown after you enter them.
Status Yes Select Earned / Approved / Paid / Cancelled / Held Defaults to Earned.
Earned date Yes Date picker — Defaults to today.
Paid date Conditional Date picker Required if status = Paid Blank until payroll pays it.
Notes No Text — Explanation for the manual payable — reference to the underlying event, or the reason you're creating it by hand.

Click Save to commit.

Editing an existing payable

Open any payable. You can edit any field your admin allows — typically base amount, adjustments, notes, and status. Changes are audit-logged so your accounting team can trace manual adjustments later.

Locked fields: once a payable has been paid (status = Paid with a paid date set), most fields lock to preserve the payroll audit trail. Changes after payout require voiding and re-creating.

Change history

The edit page includes a collapsible Change History card (collapsed by default) that lists every audit-log entry for this payable: when it was created, every status change, edits to amount or paid date, and bulk-edit applications from Payable Entries. Each row shows the date, the user who made the change, an action-type badge, and a brief description. Use it to investigate disputes or trace how a payable arrived at its current state without leaving the page.

Typical life of a payable

  1. An event happens on the customer: a sale closes, an install completes, a funding event posts.
  2. SecurityTrax creates the payable automatically in status Earned.
  3. Your payroll admin reviews and approves payables in batch, changing status to Approved.
  4. At payroll-run time, SecurityTrax marks the payable Paid and records the paid date.
  5. The payee sees the payable on their personal My Payroll page.

Cancellation or clawback happens when the triggering event reverses (customer cancels, funding pulled). The payable's status changes to Cancelled and a reverse adjustment runs through.

How payables show up elsewhere

  • My Payroll — each payee sees their own entries (grouped by role/function).
  • Payable Entries — the company-wide list across every customer and payee.
  • Payroll Admin — a conceptual reference for how SecurityTrax calculates payable entries.

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