Why it matters for builders
- Progress claims are numbered and often look the same except for the claim number and amount. Duplicates hide in the small differences.
- Plant hire and bin companies bill weekly with similar amounts, so a repeat charge is easy to miss.
For builders in Sage 300 CRE
- The number check only works inside one vendor ID. Keep one vendor ID per subcontractor and use the job and commitment on the distribution lines to separate the work.
- Enter each claim number exactly as printed, zeros included. 000000317 and 00000317 are treated as different numbers.
- If you send subcontractor claims in from Procore, a repeat number comes back with the error Document already exists for specified vendor.
- If a claim was entered twice, ask your Sage partner whether a credit invoice and a zero check, or a zero dollar Manual Check, will clear both entries.
Rules that matter for builders in Sage 300 CRE
- Subcontractor claims need an ABN on the vendor before payment. Without one you generally withhold 47% of the payment unless an exception applies.
- The Australian edition has Tasks > Generate Taxable Payments Report and Close Taxable Payments Year in Accounts Payable. A vendor needs Generate taxable payments report and an Entity type on the Tax Settings tab, so a duplicate vendor ID splits the report.
- Treat a resent claim as a copy of the first. Do not give it a new due date. In Queensland a progress payment is due 10 business days after the claim when the contract is silent.
What Sage 300 CRE does on its own
Accounts Payable blocks a repeat of the same invoice number for the same vendor ID. The match must be exact. There is no check on amount or date, and two vendor IDs for one supplier let the same number through.
- Exact match only.
- Two vendor IDs for one supplier bypass it.
Exact match only. 000000317 and 00000317 are not caught.
What you need and the setup steps: Duplicate invoice checks for Sage 300 CRE.
Example
Example Electrical Contractors sends claim 000000317 for $18,500 ex GST against commitment E-204. The office keys it once. A resent copy is keyed as 00000317. A new clerk later enters the claim under a second vendor ID.
| Line | Amount | What the check finds |
|---|---|---|
| Claim 000000317, vendor ID EXELEC | $18,500.00 | Accepted |
| Same claim keyed as 00000317, vendor ID EXELEC | $18,500.00 | Passes, because the number does not match exactly |
| Same claim, second vendor ID | $18,500.00 | Passes, because the check only looks inside one vendor ID |
Sage 300 CRE stops none of the three after the first. The commitment is the safety net. A claim to date above the commitment value tells the reader that two entries are open.
Common mistakes for builders in Sage 300 CRE
- Dropping leading zeros when copying a claim number. 000000317 and 00000317 are different numbers to Sage 300 CRE.
- Opening a new vendor ID for each job. The number check then never meets the earlier claim.
- Clearing a double entry by editing the amount. Ask your Sage partner about a credit invoice and a zero check instead.
Step-by-step guides for Sage 300 CRE
What Pulsify adds
Pulsify checks every invoice for a duplicate, including bills keyed straight into Sage 300 CRE, and asks before approval. Pulsify connects to Sage 300 CRE. We set up the connection for you. More about duplicate invoice checks in Pulsify or Pulsify for builders.
More help
- Duplicate invoice checks in Sage 300 for builders
- Duplicate invoice checks in Sage Intacct for builders
- Duplicate invoice checks in Dynamics 365 Finance for builders
- PO matching in Sage 300 CRE for builders
- Invoice approvals in Sage 300 CRE for builders
- Line item coding in Sage 300 CRE for builders
- Invoice fraud checks in Sage 300 CRE for builders
- All Sage 300 CRE how-to guides
Sources
Last checked 2026-10-19.
- www.thrivetech.com.au/practical-ways-sage-cre-can-help-prevent-ap-fraud/
- support.procore.com/products/online/user-guide/company-level/erp-integrations/sage-300-cre/common-error-messages-resolutions-subpage
- www.rklesolutions.com/hubfs/RKL%20eSolutions%20Sage%20300CRE%20-%20AP%20and%20CM%20Beyond%20the%20Basics%2011-16-2023%20BC.pdf
- www.nsw.gov.au/housing-and-construction/compliance-and-regulation/security-of-payment/responding-to-a-payment-claim
Common questions
Will Sage 300 CRE catch a subcontractor claim sent twice with a different amount?
No. The check is on the invoice number for the same vendor ID. It does not look at amount or date, so a repeat claim keyed under a new number passes.
How do duplicates happen on construction claims?
A subcontractor chases payment and resends the claim under a new invoice number. Or a claim arrives by both email and post. Check supplier, amount, job and date range as well as the invoice number.
Does Sage 300 CRE stop duplicate invoices?
It blocks the same invoice number for the same vendor ID. The number must match exactly, so a different number of leading zeros is not caught.
Pulsify setup guides
Want this done for you?
Book a call to see how Pulsify handles duplicate invoice checks in Sage 300 CRE for builders.