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Accounting & Bookkeeping · How-to guide

Vendor management overview

Maintain supplier identities, contact and payment information used by bills, checks and Accounts Payable reports.

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

Maintain supplier identities, contact and payment information used by bills, checks and Accounts Payable reports. 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 Accounting vendor submenu is added when the separate Purchase module is not active. The module provides vendor list, profile, create/edit, delete, code-exists validation, import and bulk actions.

Preferred payment method can be changed through a dedicated action.

When Purchase is active, use the vendor workflow supplied by that module and avoid duplicating vendor records in Accounting.

Step-by-step workflow

  1. Open Vendors and search before adding a supplier.
  2. Review vendor code, name, contact and addresses.
  3. Open the vendor profile and related tabs.
  4. Check bills, payments and outstanding balance.
  5. Update preferred payment method where approved.
  6. Deactivate or delete only according to history and permissions.
  7. Use Accounts Payable reports for aggregate review.

Important fields and decisions

Vendor code and nameUnique supplier identity.
Contact and addressesUsed for communication, bills and check output.
Preferred payment methodGuides payment preparation.
Tax or business detailsStore only required supplier information.
StatusControls future use without erasing history.
Related bills and paymentsProvide supplier account history.

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

  • Avoid duplicate vendors.
  • Protect bank and personal contact data.
  • Do not delete suppliers with financial history.
  • Verify changes to payment instructions independently.
  • 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 billvendorcheckreporttaxpurchaseapprovalmappingdouble-entry
Create and edit a vendor →Import vendors from a spreadsheet →Use the vendor profile and transaction history →Supplier bills overview →Create and edit a supplier bill →Create a recurring supplier bill →