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

Manage bill-payment allocations and attachments

Review how a supplier payment is distributed across bills and maintain supporting payment files without changing unrelated liabilities.

Audience: Accounts payable staffFeature: Payment allocationModule v1.4.5
Feature pathAccounting → Pay Bills → open payment
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

Review how a supplier payment is distributed across bills and maintain supporting payment files without changing unrelated liabilities. 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 pay_bill_items_change, add_pay_bill_attachment, delete_pay_bill_attachment and delete_pay_bill actions. These are separate controls because allocation, evidence and payment existence have different effects.

Changing allocation should not change the bank amount; it changes which supplier liabilities are cleared.

After correction, verify vendor profile, bill status, payable ageing and bank reconciliation.

Step-by-step workflow

  1. Open the payment record.
  2. Compare total payment with the bank or check evidence.
  3. Review each bill allocation.
  4. Correct allocations through the supported item-change action.
  5. Add or remove attachments using the dedicated controls.
  6. If deleting a payment, confirm bank and bill impact.
  7. Recheck Accounts Payable ageing.

Important fields and decisions

Allocated bill or lineIdentifies the liability reduced by the payment.
Allocated amountCannot exceed the eligible outstanding balance.
Unallocated or remaining amountRequires a valid treatment.
AttachmentCan include remittance, transfer confirmation or receipt.
Delete allocation or paymentChanges bill balances and requires approval.

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 alter an allocation merely to clear an ageing report.
  • Retain original payment evidence.
  • Do not delete a payment already reconciled without reopening the reconciliation.
  • Review partial-payment balances.
  • 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:paymentreconciliationtransfersupplier billvendorcheckreportapprovalmappingdouble-entry
Pay a supplier bill →Use Accounts Payable ageing reports →Reopen or restore a bank reconciliation →Use the vendor profile and transaction history →Supplier bills overview →Create and edit a supplier bill →