Payments
Requires. Payments with View on at least one location. You see only payments on locations where you have that permission.
The Payments page is the company-wide log of money received — every customer payment across every customer. Use it to verify a specific payment landed, check the processing-status of card charges, or audit what came in on a given day.
Getting here
- From any Accounting page, click Payments in the sub-nav.
- Or navigate directly to
https://portal.securitytrax.com/{your-company}/accounting/payments.
If you don't have invoice-view permission but have payment-view permission, clicking the Accounting icon in the top nav lands you here automatically.
Filters
Click the filter icon to open the Filter Payments flyout.
Section 1: Sort and per-page (sticky)
| Field | Type | Options | Default |
|---|---|---|---|
| Sort by | Dropdown | ID, Payment Date, Amount, Customer, Created Date — each ascending/descending | ID descending |
| Per page | Select | 10, 25, 50 | 50 |
Section 2: Narrowing filters
| Field | Type | Notes |
|---|---|---|
| Payment Date — From / To | Date pickers | Narrow to payments received in a window. |
| Customer Tags | Grouped condition + tag picker | A boxed group: pick a Condition (Has Any default, Has All, Does Not Have Any, Does Not Have All) and the tags. Matches tags applied to the payment's customer; only applies once you pick at least one tag. |
| Processing Status Is | Multi-select pillbox | Show only payments whose processing status matches any of the selected values. |
| Processing Status Is Not | Multi-select pillbox | Hide payments whose processing status matches any of the selected values. |
| Locations | Multi-select pillbox | Narrow to specific locations. |
Processing status tracks the state of electronic transactions (credit cards, ACH) with your payment processor. Both status filters offer the same values:
- Pending — submitted to processor, awaiting response.
- Pending Settlement — approved and awaiting settlement into your account.
- Complete — successfully charged.
- Failed — processor declined.
- Cancelled — voided before clearing.
- Unknown — the processor returned an unrecognized state.
- Scheduled — a queued electronic payment with a valid payment method and a posting date of today or later. It hasn't been sent to the processor yet.
- Empty — no processing status and not scheduled: manual payments like cash or check, and electronic payments whose posting date passed without processing.
Heads up. Pending and Scheduled are different states. Pending means the processor has the transaction and hasn't answered yet; Scheduled means SecurityTrax hasn't sent it to the processor at all — it's queued for its posting date. A scheduled payment matches Scheduled, not Empty or Pending.
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 payment ID, as a badge. | Yes |
| Payment Date | When the payment was recorded. Shows — if not set. |
Yes |
| Customer | Customer name, clickable to their Accounting tab. | Yes |
| Amount | The payment amount, formatted as currency. | Yes |
| Sale Type | Sale-type label on the payment (if any). Shown as — if blank. |
— |
| Cleared | A badge — Yes (green) if the payment has cleared, No (zinc) otherwise. | — |
| Processing Status | The processor value (Pending, Pending Settlement, Complete, Failed, Cancelled, Unknown), Scheduled for a queued electronic payment (hover shows the posting date), (Manual) for cash/check payments where no processor is involved, or — when an electronic payment has no status — hovering — may show the processor's rejection message. |
— |
| Note (optional) | The payment Note. Shown only when an administrator turns it on at Admin → Global Settings → Appearance → Company Accounting. Long notes are shortened; hover to see more. | — |
Cleared vs. Processing Status: Processing Status tracks the processor's response for card/ACH payments. Cleared is a separate flag for whether the payment has settled into your bank account. They can differ — a card payment can be "Processing Status = Complete" but "Cleared = No" for a day or two until the funds actually land.
Non-obvious behaviors
- No aging view here. Payments don't age — they're one-time events. For aging, use Invoices or Aging Invoices.
- No bulk actions. Unlike Invoices, there's no bulk-download for payments. If you need a batch PDF, generate statements on Aging Invoices instead.
- Refunds are separate. Money going back to the customer is on Refund Receipts, not here.
Related
- Invoices — the charges payments are applied against.
- Refund Receipts — money going the other way.
- Customer Payments (per-customer) — payment create/edit forms, accessed from the customer's Transactions tab.
- Credit card processing fee — add the fee on the invoice with Quick Add; recording a payment does not add it.