Convert expenses and recurring expenses
Follow this guide to create accounting entries from manual, imported and automatically generated CRM expenses. The guide then takes you through the correct route, the checks to complete before making changes, the workflow in order, and the evidence to review afterwards.
What you’ll accomplish
Create accounting entries from manual, imported and automatically generated CRM expenses. 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 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.
Fields and decisions to review
How to confirm it worked
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 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.