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Accounting & Bookkeeping · How-to guide

Create a recurring supplier bill

Follow this guide to configure a bill to generate future supplier liabilities on a repeat schedule without re-entering the template each period. The guide then takes you through the correct route, the checks to complete before making changes, the workflow in order, and the evidence to review afterwards.

Audience: Accounts payable staffFeature: Recurring billModule v1.4.5
Jump to steps
Where to goAccounting → Bills → New/Edit Bill → Recurring options
Before you startThis guide follows Accounting and Bookkeeping module version 1.4.5. The required access is Accounting Bills: 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

Configure a bill to generate future supplier liabilities on a repeat schedule without re-entering the template each period. 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 bill form includes recurring support and the module operates within Britixo's scheduled-task environment. A recurring template generates separate bill records; it is not itself a payment.

Mappings, vendor status, accounts and taxes must remain valid when future bills are generated.

Review generated bills before approval because quantities, rates or tax may have changed.

Follow these steps

  1. Create or open the bill template.
  2. Enter vendor, lines, tax, dates and reference pattern.
  3. Enable recurrence and select frequency.
  4. Set the next generation date and limit where available.
  5. Save and verify the recurring indicator.
  6. After scheduled processing, review the generated bill.
  7. Update or stop the template when the supplier arrangement changes.

Fields and decisions to review

Recurrence intervalDefines the repeat frequency offered by the form.
Start or next dateControls generation timing.
End or total cyclesLimits the schedule where supported.
Template linesCopied into generated bills.
Vendor and accountsMust remain valid for future occurrences.
ApprovalGenerated bills may still require approval.

How to confirm it worked

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

  • Do not use recurrence for variable bills without review.
  • Keep cron or scheduled processing operational.
  • Check generated references for duplicates.
  • Do not assume generated bills are automatically approved or paid.
  • 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 billvendorcheckreporttaxapprovalmappingdouble-entryschedulingrecurring appointments
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