Britixo CRMBritixo CRM Enterprise Help Centre
Accounting & Bookkeeping · How-to guide

Approve and manage bill statuses

Move supplier bills through review and payable states before payment and prevent inappropriate payment actions.

Audience: Accounts payable approversFeature: Bill statusModule v1.4.5
Feature pathAccounting → Bills → open bill
Before you beginThis guide follows Accounting and Bookkeeping module version 1.4.5. The required access is Accounting Bills: Edit. A related screen can remain hidden when an optional module is inactive, a source record is in an ineligible status, the selected account is inactive or the user is not an assigned approver.

What this feature does

Move supplier bills through review and payable states before payment and prevent inappropriate payment actions. 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 controller includes bill_appove_payable and checks whether bills are approved before they can be selected for payment. Interface language explicitly states that only approved invoices can be paid through Pay Bill.

The exact visible status wording follows the module's data state. Payment allocations update the remaining balance.

If a bill is changed after approval, require re-review according to policy.

Step-by-step workflow

  1. Open the bill and compare it with the supplier invoice.
  2. Verify vendor, reference, dates, lines, tax and totals.
  3. Confirm no duplicate exists.
  4. Use the supported Approve Payable action when satisfied.
  5. If rejected or corrected, return through the approved process.
  6. Pay only the approved outstanding amount.
  7. Review status after payment allocation.

Important fields and decisions

DraftBill is still being prepared.
Approval stateIndicates whether review is pending or completed.
Payable statusThe module can mark eligible bills as approved for payment.
Paid amount and balanceDetermine remaining liability.
Attachment and audit historySupport the approval decision.

What happens after completion

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 approve your own bill where segregation is required.
  • Do not pay more than the outstanding balance.
  • Do not delete paid bills.
  • Retain approval evidence.
  • 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.
Accounting and data safetyDeletion, reset, void, refund, mapping, journal and reconciliation actions can change financial history. Use approved access, retain supporting evidence and validate the result in the General Ledger or relevant control report.
Browse connected topics:invoicepaymentreconciliationsupplier billvendorcheckreporttaxapprovalmappingdouble-entry
Create and edit a supplier bill →Pay a supplier bill →Configure Accounting approval workflows →Use Accounts Payable ageing reports →Supplier bills overview →Create a recurring supplier bill →