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Accounting & Bookkeeping · How-to guide

Create and edit a vendor

Add a supplier with unique identity, contact, address and payment information for Accounting workflows.

Audience: Accounts payable staffFeature: VendorModule v1.4.5
Feature pathAccounting → Vendors → New Vendor
Before you beginThis guide follows Accounting and Bookkeeping module version 1.4.5. The required access is Accounting Vendor: 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

Add a supplier with unique identity, contact, address and payment information for Accounting workflows. 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 vendor form supports both create and edit and checks vendor-code uniqueness through a dedicated endpoint. Billing and shipping fields are available.

Vendor details can flow into bill and check documents, so spelling and address accuracy matter.

Editing a vendor updates future display but does not change the economic content of historical transactions.

Step-by-step workflow

  1. Search existing vendors.
  2. Choose New Vendor.
  3. Enter unique code and vendor name.
  4. Complete contact and address fields.
  5. Select preferred payment method.
  6. Save and reopen the profile.
  7. Create a controlled bill to verify selection and address display.

Important fields and decisions

Vendor codeUnique identifier validated by the module.
Vendor nameLegal or trading name used on bills and checks.
Email and phoneOperational contact details.
Billing and shipping addressSupports documents and check output.
Preferred payment methodSets the expected payment route.
Notes or tax detailsComplete only where required.

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

  • Verify supplier bank changes outside email.
  • Do not reuse vendor codes.
  • Keep personal data limited.
  • Do not overwrite one supplier record with another supplier's details.
  • 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:paymentreconciliationsupplier billvendorcheckreporttaxapprovalmappingdouble-entryemail
Vendor management overview →Import vendors from a spreadsheet →Use the vendor profile and transaction history →Create and edit a supplier bill →Supplier bills overview →Create a recurring supplier bill →