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Accounting & Bookkeeping · How-to guide

Configure item and item-group mappings

Route sales and related item activity to specific income, cost or inventory accounts instead of relying only on global defaults.

Audience: Finance administratorsFeature: Item 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: Create, Edit or Delete. 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

Route sales and related item activity to specific income, cost or inventory accounts instead of relying only on global defaults. 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 includes item-automatic and item-group-automatic tables, create/edit and delete actions. These are separate from tax and payment mappings.

Item mappings are particularly important when revenue must be reported by product line or when stock integrations require inventory and cost-of-sales accounts.

Use a controlled precedence test because the most specific active mapping should be understood before rollout.

Step-by-step workflow

  1. Group items by accounting treatment.
  2. Create group mappings for consistent categories.
  3. Add item-specific mappings only for exceptions or required granularity.
  4. Save and test an invoice containing mapped and unmapped items.
  5. If Warehouse is active, test the corresponding stock movement.
  6. Review the resulting ledger accounts and margin reports.

Important fields and decisions

Item mappingAssigns a specific product or service to accounts.
Item-group mappingProvides a group-level rule when no item-level rule applies.
Income accountClassifies sales revenue.
Cost or inventory accountsUsed by supported stock integrations.
PriorityConfirm whether item-level mapping overrides group and general defaults in the tested workflow.

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

  • Avoid one-off mappings without a maintenance owner.
  • Do not map service items to inventory accounts.
  • Review new items before automatic conversion.
  • Keep inactive item mappings from silently falling back to the wrong default.
  • 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:invoicepaymentreconciliationChart of Accountscheckreporttaxwarehouseapprovalmappingdouble-entrysales accountingcredit noteexpense
Configure sales invoice account mappings →Configure Warehouse account mappings →Convert sales invoices to Accounting →Convert Warehouse and stock transactions →Accounting mapping setup overview →Configure payment mode account mappings →