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Accounting & Bookkeeping · How-to guide

Configure account numbers and default accounts

Standardise ledger numbering and select the accounts used as controlled defaults by conversion workflows.

Audience: Finance administratorsFeature: Account defaultsModule v1.4.5
Feature pathAccounting → Settings → General and Accounting → Chart of Accounts
Before you beginThis guide follows Accounting and Bookkeeping module version 1.4.5. The required access is Accounting Settings and Chart of Accounts: Edit. A related screen can remain hidden when an optional module is inactive, a source record is in an ineligible status, the selected account is inactive or the user is not an assigned approver.

What this feature does

Standardise ledger numbering and select the accounts used as controlled defaults by conversion workflows. It forms part of Britixo Enterprise CRM's Accounting & Bookkeeping module and uses the module's permission-aware controller, status and mapping flow rather than a generic spreadsheet process.

How the module flow works

Account numbers improve consistency in Chart of Accounts, registers and reports. They do not determine accounting behaviour by themselves; account type and mappings do.

Default accounts are fallbacks. More specific payment-mode, tax, item, expense-category or integration mappings can override them.

When a conversion fails, check that the selected default account remains active and belongs to a compatible account type.

Step-by-step workflow

  1. Agree the numbering convention before importing accounts.
  2. Enable account numbers in General settings when required.
  3. Create or import the required accounts.
  4. Select each default account from the correct account type.
  5. Save and test a controlled conversion.
  6. Review the resulting debit and credit lines, not only the transaction status.

Important fields and decisions

Account numberUnique organisational code shown with the ledger account.
Account nameClear description used in forms and reports.
Default bank or cash accountFallback for supported payment and banking actions.
Receivable and payable accountsControl customer and supplier balances.
Income and expense defaultsUsed only where a more specific mapping is not configured.

What happens after completion

After the action is saved, Britixo keeps the Accounting record connected to its source and updates the visible status or ledger data supported by this workflow. Review the saved result rather than relying only on a success message. Where the action posts accounting data, total debits and credits must balance and the accounts must match the approved mapping or manual selection.

  • Open the saved record and confirm its final status.
  • Review the source reference and every debit and credit line where ledger data was created.
  • Use the relevant register, ageing, reconciliation or report to verify the wider effect.

Controls, checks and common mistakes

  • Do not reuse the same account number.
  • Do not map every workflow to one generic income or expense account.
  • Avoid deleting accounts with history.
  • Keep deactivated accounts available for historical reporting where appropriate.
  • Use the least destructive correction available and record the reason for material changes.
  • Do not bypass a permission, approval or closed-period control by changing unrelated data.
Accounting and data safetyDeletion, reset, void, refund, mapping, journal and reconciliation actions can change financial history. Use approved access, retain supporting evidence and validate the result in the General Ledger or relevant control report.
Browse connected topics:paymentexpensebankingreconciliationChart of Accountsvendorcheckreporttaxapprovalmappingdouble-entrycustomers
Chart of Accounts overview →Create and edit a Chart of Accounts account →Accounting mapping setup overview →Troubleshoot unconverted or incorrectly mapped transactions →Accounting & Bookkeeping module overview →Enable Accounting access and permissions →