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Accounting & Bookkeeping · How-to guide

Use the vendor profile and transaction history

Follow this guide to review supplier details, bills, payments and account position from the vendor profile. 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: Vendor profileModule v1.4.5
Jump to steps
Where to goAccounting → Vendors → select vendor
Before you startThis guide follows Accounting and Bookkeeping module version 1.4.5. The required access is Accounting Vendor: 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

Review supplier details, bills, payments and account position from the vendor profile. 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 module vendor view uses tabs and related tables. It gives a supplier-centred view, while the General Ledger and Accounts Payable reports provide account-centred views.

A payment allocation correction can change which bills appear outstanding without changing the bank amount.

When the Purchase module is active, related vendor history may be presented by that module instead.

Follow these steps

  1. Go to the vendor profile.
  2. Check contact and address details.
  3. Check outstanding and paid bills.
  4. Go to payment or check records.
  5. Compare the balance with Accounts Payable ageing.
  6. Investigate duplicates or unapplied payments.
  7. Update only current supplier details through the edit form.

Fields and decisions to review

Profile detailsIdentity, contacts, addresses and preferred payment method.
BillsSupplier liabilities and status.
PaymentsAmounts paid and allocation.
ChecksPrinted or voided check activity where linked.
Outstanding balanceShould agree with Accounts Payable ageing.
Notes or tabsDepend on the installed module version.

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 rely only on profile totals for external reporting.
  • Protect supplier information.
  • Investigate credit balances.
  • Check payment instructions before a new payment.
  • 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 billvendorcheckreportpurchaseapprovalmappingdouble-entry
Use Accounts Payable ageing reportsManage bill-payment allocations and attachmentsCreate, sign and print a checkVendor management overviewSupplier bills overviewCreate and edit a supplier bill