Convert invoice payments to Accounting
Pixie CRM guidance. Follow the route for your workspace, check your role and enabled modules, and verify the result before moving on.
Post received customer payments to the mapped cash, bank or clearing account and reduce accounts receivable.
What you’ll accomplish
Post received customer payments to the mapped cash, bank or clearing account and reduce accounts receivable. 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
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.
Follow these steps
- Go to Sales → Payments in Accounting Transactions.
- Find the payment and open the source record.
- Verify invoice, amount, date, mode and reference.
- Check the payment-mode mapping.
- Convert manually or confirm automatic conversion occurred.
- Check the debit to cash, bank or clearing and credit to receivables.
- Match the bank-feed transaction and reconcile the account.
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 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.