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Accounting & Bookkeeping · How-to guide

Configure credit note and refund mappings

Set the accounts used when customer credit notes are created, applied to invoices or refunded.

Audience: Finance administratorsFeature: Credit mappingsModule v1.4.5
Feature pathAccounting → Settings → Mapping Setup → General
Before you beginThis guide follows Accounting and Bookkeeping module version 1.4.5. The required access is Accounting Settings: 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

Set the accounts used when customer credit notes are created, applied to invoices or refunded. 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

The module listens to credit-note add, update, status and delete events, credit application and removal, and refund add, update and delete events. Separate transaction views exist for credit notes, applications and refunds.

This distinction matters: creating a credit note, applying it and paying a refund are different economic events and can create different ledger entries.

Use the customer account and General Ledger reports to confirm the remaining credit balance.

Step-by-step workflow

  1. Review how the organisation distinguishes sales returns, discounts and corrections.
  2. Configure credit note income or returns accounts.
  3. Confirm tax-reversal mappings.
  4. Map refund payment modes.
  5. Create a controlled credit note from a test invoice.
  6. Apply part to an invoice and refund part where supported.
  7. Review all resulting accounting entries.

Important fields and decisions

Credit note receivable controlReduces or offsets customer accounts receivable.
Revenue or returns accountReverses the original income classification.
Tax accountReverses output tax where applicable.
Refund payment accountCredits the bank, cash or clearing account used for the refund.
Applied creditTransfers available credit against an invoice without an external cash movement.

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 treat applying credit as a bank payment.
  • Do not refund more than available credit.
  • Keep the source credit note reference.
  • Review status changes and deletions carefully.
  • 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:invoicepaymentcredit noteexpensereconciliationtransfercheckreporttaxapprovalmappingdouble-entrypurchasewarehouse
Convert credit notes, applications and refunds →Configure sales invoice account mappings →Configure payment mode account mappings →Use Accounts Receivable ageing reports →Accounting mapping setup overview →Configure expense category account mappings →