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Accounting & Bookkeeping · How-to guide

Supplier bills overview

Create, approve, pay and track supplier bills inside Accounting while maintaining vendor, tax and ledger connections.

Audience: Accounts payable staffFeature: BillsModule v1.4.5
Feature pathAccounting → Bills
Before you beginThis guide follows Accounting and Bookkeeping module version 1.4.5. The required access is Accounting Bills: View. 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

Create, approve, pay and track supplier bills inside Accounting while maintaining vendor, tax and ledger connections. 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 module includes bill list, create/edit, preview, attachments, delete and approve-payable actions plus a separate Pay Bills workspace.

Bills can contain expense-style and item-style lines with debit and credit account context.

When the Purchase module is active, supplier invoice workflows can also originate there; avoid entering the same liability twice.

Step-by-step workflow

  1. Open Bills and filter by vendor, status or due date.
  2. Open a bill and review source document, lines, tax and totals.
  3. Confirm approval status.
  4. Use Pay Bill for approved payable amounts.
  5. Review payment allocations and attachments.
  6. Check Accounts Payable ageing.
  7. Reconcile the payment account.

Important fields and decisions

Bill statusDraft, pending approval, approved, pending payment, paid or other module state.
VendorSupplier connected to the payable.
Bill and due datesDrive ageing and payment scheduling.
Expense or item linesClassify the purchase.
TaxUses configured tax treatment.
AttachmentsStore invoice evidence.
Recurring scheduleGenerates future bills when configured.

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 pay draft or unapproved bills.
  • Avoid duplicate vendor invoice numbers.
  • Review due dates and payment terms.
  • Protect supplier bank 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:invoicepaymentexpensereconciliationsupplier billvendorcheckreporttaxpurchaseapprovalmappingdouble-entryscheduling
Create and edit a supplier bill →Create a recurring supplier bill →Pay a supplier bill →Use Accounts Payable ageing reports →Approve and manage bill statuses →Manage bill-payment allocations and attachments →