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Accounting & Bookkeeping · How-to guide

Create and edit a supplier bill

Record a supplier liability with accurate vendor, dates, lines, accounts, tax, memo and attachments.

Audience: Accounts payable staffFeature: BillModule v1.4.5
Feature pathAccounting → Bills → New Bill
Before you beginThis guide follows Accounting and Bookkeeping module version 1.4.5. The required access is Accounting Bills: Create or 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

Record a supplier liability with accurate vendor, dates, lines, accounts, tax, memo and attachments. 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 bill form supports vendor, dates, due date, class, memo, attachments and expense or item rows with debit, credit and tax information. Bill data is loaded through dedicated preview and AJAX actions.

Saving a bill establishes the supplier liability according to status and mappings; paying it is a separate workflow.

Editing an approved or partially paid bill can affect allocations and must follow Accounts Payable controls.

Step-by-step workflow

  1. Search existing bills for the vendor reference.
  2. Choose New Bill.
  3. Select vendor and enter bill and due dates.
  4. Add reference, memo and class.
  5. Enter every expense or item line with accounts and tax.
  6. Upload the supplier invoice.
  7. Save, reopen, verify totals and submit for approval if required.

Important fields and decisions

VendorSelect the correct supplier.
Bill date and due dateControl period and ageing.
Reference or bill numberSupports duplicate detection and audit.
Expense or item linesEnter description, amount, debit account, tax and other displayed details.
Credit accountNormally the configured accounts-payable control.
Class and memoProvide management context.
AttachmentUpload the supplier invoice where permitted.

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 duplicate a Purchase-module invoice.
  • Check tax and currency.
  • Do not select a bank account as the payable credit unless the workflow represents immediate payment.
  • Retain source documentation.
  • 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:invoicepaymentexpensebankingreconciliationsupplier billvendorcheckreporttaxcurrencypurchaseapprovalmapping
Approve and manage bill statuses →Pay a supplier bill →Configure tax account mappings →Vendor management overview →Supplier bills overview →Create a recurring supplier bill →