Approve and manage bill statuses
Pixie CRM guidance. Follow the route for your workspace, check your role and enabled modules, and verify the result before moving on.
Move supplier bills through review and payable states before payment and prevent inappropriate payment actions.
What you’ll accomplish
Move supplier bills through review and payable states before payment and prevent inappropriate payment actions. It forms part of Pixie CRM 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 it works
The controller includes bill_appove_payable and checks whether bills are approved before they can be selected for payment. Interface language explicitly states that only approved invoices can be paid through Pay Bill.
The exact visible status wording follows the module's data state. Payment allocations update the remaining balance.
If a bill is changed after approval, require re-review according to policy.
Follow these steps
- Go to the bill and compare it with the supplier invoice.
- Verify vendor, reference, dates, lines, tax and totals.
- Verify no duplicate exists.
- Use the supported Approve Payable action when satisfied.
- If rejected or corrected, return through the approved process.
- Pay only the approved outstanding amount.
- Check status after payment allocation.
Settings to check
Check it worked
After the action is saved, Pixie CRM 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.
Common mistakes to avoid
- Do not approve your own bill where segregation is required.
- Do not pay more than the outstanding balance.
- Do not delete paid bills.
- Retain approval evidence.
- 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.