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Accounting & Bookkeeping · How-to guide

Convert Purchase orders, invoices, payments and refunds

Review every Purchase integration transaction type and post eligible supplier activity using configured mappings.

Audience: Purchase finance staffFeature: Purchase conversionModule v1.4.5
Feature pathAccounting → Transactions → Purchase
Before you beginThis guide follows Accounting and Bookkeeping module version 1.4.5. The required access is Accounting Transactions: View; 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

Review every Purchase integration transaction type and post eligible supplier activity using configured mappings. 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

Dedicated controller tables exist for purchase orders, purchase invoices, purchase payments, purchase refunds, purchase return orders, debit notes, debit-note applications and debit-note refunds.

The source module's status events determine eligibility. Accounting applies its mapping settings to the values supplied by Purchase.

Where the separate Purchase module manages vendors, the Accounting vendor submenu is intentionally not added.

Step-by-step workflow

  1. Open the Purchase transaction group.
  2. Choose Orders, Invoices, Payments, Refunds, Returns or Debit Notes.
  3. Confirm source status and approval.
  4. Review supplier, tax, items, amount and mappings.
  5. Convert or confirm automatic conversion.
  6. Inspect each linked debit and credit entry.
  7. Reconcile supplier balances and bank movement.

Important fields and decisions

Purchase orderCommitment or source document; accounting timing depends on configured status flow.
Purchase invoiceCreates supplier payable and purchase, expense or inventory debit.
Purchase paymentReduces supplier payable against bank, cash or clearing.
Purchase refundRecords money returned by the supplier.
Return orderReverses goods or purchase value.
Debit note and applicationCreates and allocates supplier credit.

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 an unapproved purchase order as a supplier invoice.
  • Keep returns, debit notes and refunds distinct.
  • Test tax and inventory combinations.
  • Avoid duplicate supplier payments.
  • 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:invoicepaymentexpensebankingreconciliationsupplier billvendorcheckreporttaxpurchaseapprovalcredit notewarehouse
Configure Purchase module mappings →Vendor management overview →Use Accounts Payable ageing reports →Reconcile a bank account →Accounting transaction centre overview →Convert sales invoices to Accounting →