Convert expenses and recurring expenses
Pixie CRM guidance. Follow the route for your workspace, check your role and enabled modules, and verify the result before moving on.
Follow this guide to create accounting entries from manual, imported and automatically generated CRM expenses.
What you’ll accomplish
Create accounting entries from manual, imported and automatically generated CRM expenses. 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 listens to expense add, import, recurring generation, update and delete events. This means imported and recurring expenses can enter the same accounting flow as manually entered expenses.
Category mapping usually controls the debit classification; payment mode controls the credit side, with tax lines added as configured.
Billable or customer-linked flags do not replace the accounting classification. If the expense is later invoiced to a customer, the new sales invoice is a separate event.
Follow these steps
- Go to the Expenses transaction tab.
- Find the expense by date, category, supplier or reference.
- Verify amount, tax, category and payment mode.
- Check active mappings.
- Convert or confirm automatic conversion.
- Go to the accounting lines and compare to the source total.
- If recurring, verify only the generated occurrence was converted.
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 deleted or rejected expense.
- Avoid mapping capital assets to ordinary expense accounts.
- Check imported category values.
- Attach or retain the source receipt.
- 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.