Accounting & Bookkeeping · How-to guide

Supplier bills overview

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

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

Audience: Accounts payable staffFeature: BillsModule v1.4.5

Jump to steps

Where to goAccounting → Bills

Before you startThis 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 you’ll accomplish

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

Follow these steps

Go to Bills and filter by vendor, status or due date.
Go to a bill and review source document, lines, tax and totals.
Verify approval status.
Use Pay Bill for approved payable amounts.
Check payment allocations and attachments.
Check Accounts Payable ageing.
Reconcile the payment account.

Settings to check

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.

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 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:invoice payment expense reconciliation supplier bill vendor check report tax purchase approval mapping double-entry scheduling

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Supplier bills overview

What you’ll accomplish

How it works

Follow these steps

Settings to check

Check it worked

Common mistakes to avoid

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