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Accounting & Bookkeeping · How-to guide

Configure Purchase module mappings

Map purchase orders, supplier invoices, payments, refunds, returns and debit notes when the Purchase module is active.

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

Map purchase orders, supplier invoices, payments, refunds, returns and debit notes when the Purchase module is active. 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 has transaction tables for purchase orders, purchase invoices, purchase payments, purchase refunds, purchase return orders, debit notes, debit-note applications and debit-note refunds.

Conversion availability and posting timing depend on source status. The Accounting module listens to Purchase events and status transitions.

When Purchase is active, vendor management may be supplied by that module instead of the Accounting vendor submenu.

Step-by-step workflow

  1. Confirm Purchase is active and vendor records are clean.
  2. Open the Purchase mapping tab.
  3. Map purchase order and invoice transaction types.
  4. Configure supplier payment and refund accounts.
  5. Map returns and debit-note actions.
  6. Test an approved purchase invoice and payment.
  7. Test a return or refund and review all ledger lines.

Important fields and decisions

Supplier payableLiability account for purchase invoices.
Purchase or expense accountDebit classification for purchased goods or services.
Inventory and goods-received accountsUsed where purchasing connects to stock.
Payment accountBank, cash or clearing account.
Refund and return accountsReverse the original purchase classification.
Debit-note accountsHandle supplier credits and related applications or refunds.

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

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:invoicepaymentexpensereconciliationsupplier billvendorcheckreporttaxpurchaseapprovalmappingcredit notewarehouse
Convert Purchase orders, invoices, payments and refunds →Configure tax account mappings →Vendor management overview →Use Accounts Payable ageing reports →Accounting mapping setup overview →Configure sales invoice account mappings →