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Accounting & Bookkeeping · How-to guide

Convert invoice payments to Accounting

Post received customer payments to the mapped cash, bank or clearing account and reduce accounts receivable.

Audience: Finance staffFeature: Payment conversionModule v1.4.5
Feature pathAccounting → Transactions → Sales → Payments
Before you beginThis guide follows Accounting and Bookkeeping module version 1.4.5. The required access is Accounting Transactions: View and Create/Edit as applicable. 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

Post received customer payments to the mapped cash, bank or clearing account and reduce accounts receivable. 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

Payment add, update and delete hooks are registered by the module. A payment event is distinct from the invoice event and has its own accounting entry.

The source payment mode controls the mapped account. If the wrong mode was selected, correct the source and follow the supported update process rather than editing only the ledger.

Bank matching links the posted payment entry to an imported or connected bank transaction; it does not create the customer payment itself.

Step-by-step workflow

  1. Open Sales → Payments in Accounting Transactions.
  2. Locate the payment and open the source record.
  3. Confirm invoice, amount, date, mode and reference.
  4. Check the payment-mode mapping.
  5. Convert manually or confirm automatic conversion occurred.
  6. Review the debit to cash, bank or clearing and credit to receivables.
  7. Match the bank-feed transaction and reconcile the account.

Important fields and decisions

Payment dateDetermines the accounting period.
Payment modeSelects the mapped bank, cash or clearing account.
AmountCan be full or partial and must match the source payment.
Transaction referenceSupports bank matching and audit trace.
Invoice linkIdentifies the receivable being reduced.

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 use the invoice date as the payment date unless accurate.
  • Do not convert a failed gateway transaction as received cash.
  • Avoid duplicate payments during import.
  • Reconcile clearing accounts to gateway settlements.
  • 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 notebankingreconciliationcheckreportapprovalmappingdouble-entrysales accountingexpensepurchasewarehouse
Configure payment mode account mappings →Convert sales invoices to Accounting →Match a bank transaction →Reconcile a bank account →Accounting transaction centre overview →Convert credit notes, applications and refunds →