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Accounting & Bookkeeping · How-to guide

Convert sales invoices to Accounting

Create balanced accounting entries from eligible Britixo CRM customer invoices and review the receivable, income and tax lines.

Audience: Finance staffFeature: Invoice conversionModule v1.4.5
Feature pathAccounting → Transactions → Sales → Invoices
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

Create balanced accounting entries from eligible Britixo CRM customer invoices and review the receivable, income and tax lines. 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 hooks invoice add, update, status, cancellation and delete events. Automatic conversion can therefore create or update accounting records as the invoice changes, according to configuration.

The ledger result depends on general invoice mappings plus more specific item, item-group and tax mappings.

When an invoice later receives payment, the payment is converted separately so accounts receivable is cleared against cash, bank or a clearing account.

Step-by-step workflow

  1. Open the invoice list in Transactions.
  2. Locate the invoice by number, customer or date.
  3. Confirm source status, totals, taxes and currency.
  4. If it is unconverted, review invoice, item and tax mappings.
  5. Use the supported Convert action or allow configured automatic conversion.
  6. Open the generated accounting detail.
  7. Confirm receivable debit equals income, tax and adjustment credits.

Important fields and decisions

Invoice statusOnly eligible lifecycle states should be posted.
Customer and currencyDetermine receivable context and currency handling.
Items and taxesDrive income and tax mappings.
Converted markerPrevents unintended duplicate conversion.
Accounting linesMust equal the source total and balance debits and credits.

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 convert draft or cancelled invoices contrary to policy.
  • Do not create a manual duplicate journal.
  • Test discounts and partial credit scenarios.
  • Investigate rounding differences before closing the period.
  • 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 noteexpensereconciliationcheckreporttaxcurrencyapprovalmappingdouble-entrypurchasewarehouse
Configure sales invoice account mappings →Convert invoice payments to Accounting →Convert credit notes, applications and refunds →Use Accounts Receivable ageing reports →Accounting transaction centre overview →Convert expenses and recurring expenses →