Why it matters for manufacturers
- Plants may receive the same invoice by email, post and portal. Each plant may then enter it.
- Recurring bills such as gas rental and maintenance contracts have the same amount each month, so a repeat looks normal.
For manufacturers in Sage 300
- Set the duplicate rule on the vendor group for component suppliers. Vendor and Amount and Vendor and Date each take Ignore, Warn or Stop. You can change the setting for a single vendor.
Rules that matter for manufacturers in Sage 300
- A tax invoice above $82.50 including GST is the base for the GST credit. Check it before the entry is added.
- The Australia Tax Reports program maps BAS labels such as G1 to GL accounts or tax authorities. A bill posted twice lifts the BAS labels twice.
- Vendors have optional fields that could hold an ABN. No ABN Lookup check was found, so check the ABN yourself for a new supplier.
What Sage 300 does on its own
Accounts Payable can check for duplicate invoices at vendor group and vendor level. The check uses the same vendor and amount, or the same vendor and date. The system will also not let you create duplicate document numbers for the same vendor.
- Check works within one vendor only.
You cannot make a change that would create duplicate document numbers for the same vendor.
What you need and the setup steps: Duplicate invoice checks for Sage 300.
Example
Example Packaging Supplies delivers carton board each week and bills $3,850 ex GST every time. In week 3 the same invoice is emailed twice.
| Line | Amount | What the check finds |
|---|---|---|
| Week 2 invoice, Vendor and Amount set to Warn | $3,850.00 | Warns, because week 1 had the same amount. The delivery dates differ, so it is a real bill |
| Week 3 invoice, first copy | $3,850.00 | Warns again. Checked against the receipt and accepted |
| Week 3 invoice, second copy | $3,850.00 | Warns on Vendor and Amount and on Vendor and Date. Not entered |
A standing order warns every week on amount alone. The second copy is the only one that also warns on date. That is the one to reject.
Common mistakes for manufacturers in Sage 300
- Setting Vendor and Amount to Stop for a supplier on a standing order. Real bills would be refused.
- Setting the rule on the vendor group only and not on a vendor that needs a different setting.
- Keeping two vendor records for one supplier. They are not compared with each other.
Step-by-step guides for Sage 300
What Pulsify adds
Pulsify checks every invoice for a duplicate, including bills keyed straight into Sage 300, and asks before approval. Pulsify connects to Sage 300. We set up the connection for you. More about duplicate invoice checks in Pulsify or Pulsify for manufacturers.
More help
- Duplicate invoice checks in Sage X3 for manufacturers
- Duplicate invoice checks in SAP B1 for manufacturers
- Duplicate invoice checks in S/4HANA for manufacturers
- PO matching in Sage 300 for manufacturers
- Supplier price checks in Sage 300 for manufacturers
- Invoice approvals in Sage 300 for manufacturers
- Multi-entity accounts payable in Sage 300 for manufacturers
- All Sage 300 how-to guides
Sources
Last checked 2026-10-19.
- cdn.na.sage.com/docs/en/customer/300erp/2023/open/Sage300_AccountsPayable_UserGuide.pdf
- cdn.na.sage.com/docs/en/customer/300erp/2023/open/Sage300_PurchaseOrders_UserGuide.pdf
- www.ato.gov.au/businesses-and-organisations/gst-excise-and-indirect-taxes/gst/tax-invoices
Also confirmed by
Common questions
Can Sage 300 warn on repeat component invoices?
Yes. Set Vendor and Amount and Vendor and Date to Ignore, Warn or Stop on the vendor group or the vendor. Suppliers that invoice the same standard amount each week will trigger Vendor and Amount often, so Warn suits them better than Stop.
How do I check recurring bills?
Compare each month's bill to last month's by date range and reference. A rental or contract bill should appear once for each period. Two bills for the same period is a duplicate.
Will it catch an invoice entered under two vendor records?
No. The check works within one vendor, so a supplier set up twice is not compared.
Pulsify setup guides
Want this done for you?
Book a call to see how Pulsify handles duplicate invoice checks in Sage 300 for manufacturers.