Purpose Statement
The ITM Submission and Refund Receipt system provides service providers with a financial record when submitting Inspect, Test, and Maintain (ITM) reports through the First Due Business Portal.
When an ITM report submission consumes credits, First Due generates a submission receipt documenting the transaction. If a submitted report is rejected and the associated credits are returned, First Due generates a separate refund receipt.
Receipts provide service providers with proof of submission and cost information that can be used for accounting, reconciliation, and customer documentation.
Background Information
Previously, ITM report submissions consumed credits without generating a receipt for the service provider. This made it difficult for businesses to document submission costs, associate internal purchase order or job references with transactions, and reconcile refunds.
The receipt system creates an audit-ready record of applicable ITM submission and refund activity.
Key functionality includes:
- Automatic receipt generation when credits are consumed during an ITM report submission.
- Automatic refund receipt generation when an ITM report is rejected and credits are returned.
- An optional reference field for recording a PO number, Job ID, or other internal reference during submission.
- Receipt access from Transaction History and the associated ITM Report Detail.
- PDF receipts that can be viewed or downloaded.
- Automatic receipt delivery by email to the user who submitted the report.
- Itemized system, service, and applicable late-fee charges.
- A unique receipt ID for identifying each transaction.
Important: Receipt information is available to applicable Business Portal users. Receipts are not displayed in the AHJ portal or property views.
Required Permissions
Receipt access is limited to applicable users within the Business Portal.
Based on the defined feature access:
- Service Provider: Can view receipts associated with ITM activity.
- Admin: Has full access to the receipt functionality.
- AHJ users: Do not have access to these receipts.
The receipt system does not provide AHJ-facing receipt visibility.
Video
Step-by-Step Guide
Add a Reference and Generate a Submission Receipt
Begin the ITM report submission
Complete the applicable ITM report and proceed to the submission workflow in the Business Portal.
Review the submission cost
Review the cost breakdown presented during submission.
When applicable, the cost breakdown may contain multiple systems and associated late fees. Late fees are displayed with their corresponding systems rather than combined into a single late-fee charge.
Enter an optional reference
Locate the Reference (Optional) field.
Enter a PO number, Job ID, or other reference that your organization uses to associate the submission with its internal records.
The reference:
- Is optional.
- Supports a maximum of 100 characters.
- Has leading and trailing whitespace removed.
Cannot be changed after the submission is completed.
Submit the ITM report
Complete the submission.
When the submission consumes credits, First Due automatically creates a receipt using the transaction information available at the time of submission.
Receive the submission receipt
The receipt is automatically emailed to the user who submitted the report.
The receipt is also available within the Business Portal for future reference.
View a Receipt from Transaction History
Open Transaction History
Navigate to the applicable Transaction History area within the Business Portal.
Locate the ITM transaction
Find the transaction associated with the ITM report submission or refund.
Select View Receipt
Select View Receipt for the applicable transaction.
View or download the receipt
Open the receipt and use the available receipt action to view or download the PDF.
The PDF is generated from the receipt information captured when the transaction occurred.
View Receipts from an ITM Report
Open the ITM report
Navigate to the applicable ITM Report Detail view.
Locate the Receipts section
Find the Receipts section associated with the report.
Available receipt information includes:
- Receipt ID
- Type
- Date
- Amount
Available View/Download actions
Select the receipt
Locate the submission or refund receipt you want to review.
View or download the receipt
Use the available View or Download action to access the receipt.
Understand Refund Receipts
Report rejection occurs
If an ITM report is rejected and its credits are returned, First Due automatically generates a refund receipt.
Review the refund transaction
The refund receipt is a separate financial record linked to the original receipt.
Generating a refund does not modify or replace the original submission receipt.
Access the refund receipt
View the refund receipt through Transaction History or the Receipts section of the associated ITM report.
The refund receipt is also automatically emailed to the submitter.
Understand Receipts for Resubmitted Reports
Correct the rejected report as required
Make the necessary changes before resubmitting the ITM report.
Resubmit the report
Complete the ITM submission workflow again.
Review the new receipt
When the resubmission consumes credits, a new submission receipt is generated for that transaction.
Previous submission and refund receipts remain separate records and are not modified by the resubmission.
Best Practices
- Enter your organization's PO number, Job ID, or other internal reference before completing the submission when one is required for reconciliation.
- Verify the reference before submitting. The reference cannot be edited after the receipt is generated.
- Review the submission cost breakdown before completing the transaction, particularly when multiple systems or late fees are included.
- Use the receipt ID when referencing a specific ITM financial transaction.
- Access historical receipts through Transaction History or the associated ITM report instead of relying exclusively on the emailed copy.
- Keep submission and refund receipts together when reconciling rejected reports. A refund receipt is a separate record and does not replace the original receipt.
- Do not expect changes made to report information after submission to update an existing receipt. Receipt data represents a snapshot of the transaction when it occurred.
Troubleshooting & FAQs
Why don't I see a receipt for an ITM report?
Receipts are generated when credits are consumed during an ITM submission. Confirm that you are accessing the receipt through the Business Portal and check both Transaction History and the Receipts section of the ITM Report Detail.
Why can't I edit the PO number or reference on an existing receipt?
The reference becomes part of the receipt's permanent transaction record when the submission is completed. Receipt information, including the reference, cannot be edited after creation.
Who receives the receipt email?
The receipt email is sent automatically to the user who submitted the ITM report. The feature does not send the receipt to property owners or AHJ users.
What happens when an ITM report is rejected?
When a report is rejected and its credits are returned, First Due generates a separate refund receipt. The refund receipt references the original transaction without modifying the original submission receipt.
Does a refund delete or replace the original receipt?
No. The original submission receipt remains unchanged. The refund is documented using a separate receipt linked to the original receipt.
What happens when I resubmit a rejected ITM report?
A resubmission that consumes credits generates a new submission receipt. The previous submission and refund receipts remain available as separate transaction records.
Why are there multiple line items on my receipt?
Depending on the billing model, a receipt may include individual system and service charges. Applicable late fees are displayed with their corresponding systems rather than aggregated into one late-fee line.
Can I add a reference after submitting the report?
No. The optional reference must be entered during the submission workflow. After the submission is completed, the reference is immutable.
How long can the Reference field be?
The optional Reference field supports up to 100 characters.
Can an AHJ user view my receipt?
No. ITM submission and refund receipts are Business Portal records and are not visible through the AHJ portal or property views.
Can I download multiple receipts at once?
No. Bulk receipt downloading is not part of this feature. Receipts are accessed individually.
Why does the receipt information differ from information that was later changed on the report?
Receipts preserve a snapshot of the transaction information captured when the receipt was created. Later changes to mutable report information do not recalculate or modify an existing receipt.
What should I do if the receipt PDF does not generate?
Retry the PDF action. The receipt workflow includes a retry state for PDF generation failures.
What should I do if I did not receive the receipt email?
First, access the receipt through Transaction History or the associated ITM Report Detail. Receipt access in the Business Portal remains available independently of the emailed copy. The receipt workflow also supports retry handling for email delivery failures.