Configure Purchase module mappings

Pixie CRM guidance. Follow the route for your workspace, check your role and enabled modules, and verify the result before moving on.

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

What you’ll accomplish

Map purchase orders, supplier invoices, payments, refunds, returns and debit notes when the Purchase module is active. It forms part of Pixie CRM 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 it 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.

Follow these steps

1. Verify Purchase is active and vendor records are clean.
2. Go to 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.

Settings to check

Check it worked

After the action is saved, Pixie CRM 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.

Common mistakes to avoid

• Do not convert a purchase order as if it were a supplier invoice unless the configured workflow intends it.
• Keep payable control accounts separate from expenses.
• Reconcile supplier balances.
• Check tax mappings used by purchase lines.
• 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.

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