Accounting & Bookkeeping · How-to guide

Link checks to supplier bills

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

Select approved supplier bills for a check and keep the check amount, allocations and payable balances consistent.

Audience: Accounts payable staffFeature: Check bill allocationModule v1.4.5

Jump to steps

Where to goAccounting → Checks → New Check → Bills

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

Select approved supplier bills for a check and keep the check amount, allocations and payable balances consistent. 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 provides bills_in_check_table, bill_payment_information_table and bill selection for checks. This connects the payment instrument to Accounts Payable.

A check can also include permitted direct lines, but supplier bills should be allocated when the liability already exists.

Voiding the check requires review of those allocations so the bills return to the correct outstanding state.

Follow these steps

Select the vendor on the check.
Go to the available bills list.
Select approved unpaid bills.
Enter allocation amounts.
Verify the sum equals the intended check total.
Save and preview the check.
After printing, verify bill balances and vendor history.

Settings to check

Vendor filterLimits bills to the check payee.

Eligible billsOnly approved outstanding bills should be selected.

Selected amountCan be full or partial according to the form.

Check totalMust equal the allocations plus any supported direct expense lines.

Bill payment informationShows existing payment state.

Remaining balanceUpdates after the check payment is recorded.

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 select bills from a different vendor.
Do not pay more than the outstanding balance.
Avoid duplicating a Pay Bills payment.
Check partial allocations.
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 expense reconciliation supplier bill vendor check report approval mapping double-entry

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Link checks to supplier bills

What you’ll accomplish

How it works

Follow these steps

Settings to check

Check it worked

Common mistakes to avoid

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