Why it matters for wholesalers
- Reissued invoices keep the same lines and total but get a new number, so number-only checks miss them.
- Volume makes a duplicate easy to hide. A $3,000 duplicate among 400 bills a week is not obvious.
For wholesalers in Sage 300
- Duplicate checking is set per vendor group in A/P Setup and can be changed per vendor. Vendor and Amount and Vendor and Date each take Ignore, Warn or Stop.
- Suppliers on standing weekly orders repeat the same amount. Use Warn on Vendor and Amount for them and keep Stop for suppliers that never repeat an amount.
Rules that matter for wholesalers in Sage 300
- Basic food is generally GST-free. A food wholesaler needs line level GST codes on mixed bills. Sage 300 takes tax rates from tax authorities and tax classes in Tax Services.
- A supplier must give a tax invoice above $82.50 including GST. Check it before a duplicate warning is cleared.
- Tell suppliers to stop reissuing invoices from their portal. A reissue with the same lines is the usual source.
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.
Two vendor records for one supplier are not compared with each other.
What you need and the setup steps: Duplicate invoice checks for Sage 300.
Example
Example Beverage Distributors invoices for a purchase order. The invoice reaches Accounts Payable in a batch from Day End Processing. A clerk also keys the emailed PDF of the same $4,720 ex GST invoice.
| Line | Amount | What the check finds |
|---|---|---|
| Batch from Day End Processing | $4,720.00 | First entry |
| Emailed PDF keyed by hand | $4,720.00 | Warns on Vendor and Amount and on Vendor and Date |
| Next week's invoice, new date and same amount | $4,720.00 | Warns on Vendor and Amount only. Accepted after a look at the receipt |
The clerk cancels the hand keyed entry. The weekly invoice is a real bill and goes through.
Common mistakes for wholesalers in Sage 300
- Keying a bill by hand when the same purchase order invoice is already in a Day End Processing batch.
- Choosing Ignore on Vendor and Date to stop noise. A reissue then goes straight through.
- Keeping two vendor records for one supplier.
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 wholesalers.
More help
- Duplicate invoice checks in Sage X3 for wholesalers
- Duplicate invoice checks in SAP B1 for wholesalers
- Duplicate invoice checks in SYSPRO for wholesalers
- PO matching in Sage 300 for wholesalers
- Supplier price checks in Sage 300 for wholesalers
- Supplier statement reconciliation in Sage 300 for wholesalers
- Supplier credit notes in Sage 300 for wholesalers
- 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
Where do I set duplicate invoice checks for wholesale suppliers in Sage 300?
On the vendor group in Accounts Payable Setup, then override on any vendor. Vendor and Amount and Vendor and Date can each be Ignore, Warn or Stop. P/O invoices reach Accounts Payable as batches created by Day End Processing.
What counts as a duplicate bill for a wholesaler?
Same supplier, same total and similar date, even if the invoice number differs. Look at line items too. A reissue often adds a letter or changes a digit.
Does the check compare invoice numbers?
Document numbers are blocked for the same vendor. The duplicate check option itself compares amount or date for the vendor.
Pulsify setup guides
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Book a call to see how Pulsify handles duplicate invoice checks in Sage 300 for wholesalers.