Convert sales invoices to Accounting
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Follow this guide to create balanced accounting entries from eligible Pixie CRM customer invoices and review the receivable, income and tax lines.
What you’ll accomplish
Create balanced accounting entries from eligible Pixie CRM customer invoices and review the receivable, income and tax lines. 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 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.
Follow these steps
- Go to the invoice list in Transactions.
- Find the invoice by number, customer or date.
- Verify source status, totals, taxes and currency.
- If it is unconverted, review invoice, item and tax mappings.
- Use the supported Convert action or allow configured automatic conversion.
- Go to the generated accounting detail.
- Verify receivable debit equals income, tax and adjustment credits.
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 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.