Accounting & Bookkeeping · How-to guide

Create and edit a vendor

Pixie CRM guidance. Follow the route for your workspace, check your role and enabled modules, and verify the result before moving on.

Follow this guide to add a supplier with unique identity, contact, address and payment information for Accounting workflows.

Audience: Accounts payable staffFeature: VendorModule v1.4.5

Jump to steps

Where to goAccounting → Vendors → New Vendor

Before you startThis guide follows Accounting and Bookkeeping module version 1.4.5. The required access is Accounting Vendor: Create or 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 you’ll accomplish

Add a supplier with unique identity, contact, address and payment information for Accounting workflows. 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 vendor form supports both create and edit and checks vendor-code uniqueness through a dedicated endpoint. Billing and shipping fields are available.

Vendor details can flow into bill and check documents, so spelling and address accuracy matter.

Editing a vendor updates future display but does not change the economic content of historical transactions.

Follow these steps

Search existing vendors.
Select New Vendor.
Enter unique code and vendor name.
Complete contact and address fields.
Select preferred payment method.
Save and reopen the profile.
Create a controlled bill to verify selection and address display.

Settings to check

Vendor codeUnique identifier validated by the module.

Vendor nameLegal or trading name used on bills and checks.

Email and phoneOperational contact details.

Billing and shipping addressSupports documents and check output.

Preferred payment methodSets the expected payment route.

Notes or tax detailsComplete only where required.

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

Verify supplier bank changes outside email.
Do not reuse vendor codes.
Keep personal data limited.
Do not overwrite one supplier record with another supplier's 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:payment reconciliation supplier bill vendor check report tax approval mapping double-entry email

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Create and edit a vendor

What you’ll accomplish

How it works

Follow these steps

Settings to check

Check it worked

Common mistakes to avoid

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