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Accounting & Bookkeeping · How-to guide

Link checks to supplier bills

Select approved supplier bills for a check and keep the check amount, allocations and payable balances consistent.

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

Select approved supplier bills for a check and keep the check amount, allocations and payable balances consistent. 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 provides bills_in_check_table, bill_payment_information_table and bill selection for checks. This connects the payment instrument to Accounts Payable.

A check can also include permitted direct lines, but supplier bills should be allocated when the liability already exists.

Voiding the check requires review of those allocations so the bills return to the correct outstanding state.

Step-by-step workflow

  1. Choose the vendor on the check.
  2. Open the available bills list.
  3. Select approved unpaid bills.
  4. Enter allocation amounts.
  5. Confirm the sum equals the intended check total.
  6. Save and preview the check.
  7. After printing, verify bill balances and vendor history.

Important fields and decisions

Vendor filterLimits bills to the check payee.
Eligible billsOnly approved outstanding bills should be selected.
Selected amountCan be full or partial according to the form.
Check totalMust equal the allocations plus any supported direct expense lines.
Bill payment informationShows existing payment state.
Remaining balanceUpdates after the check payment is recorded.

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 select bills from a different vendor.
  • Do not pay more than the outstanding balance.
  • Avoid duplicating a Pay Bills payment.
  • Review partial allocations.
  • 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:paymentexpensereconciliationsupplier billvendorcheckreportapprovalmappingdouble-entry
Approve and manage bill statuses →Pay a supplier bill →Create, sign and print a check →Use the vendor profile and transaction history →Supplier bills overview →Create and edit a supplier bill →