HOW-TO

How to control vendor bank detail changes in Sage 300

Short answer

Do not change vendor bank details in Sage 300 from an email. Phone the vendor on a number you already hold, get a second approval, then update the vendor record.

Last checked

A bank detail change is when a supplier asks you to pay a new BSB or account. It is a common fraud route.

Before you start

  • Orchid Systems EFT Processing or Greytrix Vendor Approval add-on

The Sage 300 way

Where to find it: Add-on screens next to A/P Vendors

  1. Orchid EFT Processing: changes to vendor bank account details need a 2-step approval. Changes are audit logged, and account numbers can be stored encrypted and shown masked.
  2. Greytrix Vendor Approval: set which users can add, update and approve on the vendor screen. An Approve button lets an approver set the vendor active or inactive.
  3. Greytrix Vendor Logger report lists field-by-field changes on the vendor screen, and changes are also emailed.

Limits in Sage 300

  • Standard Sage 300 AP has no change log or approval for vendor bank details. Vendor changes are not recorded by the AP guide's reports.
  • The Orchid page lists BPAY (Australia) among supported formats.

The Pulsify way

  1. Forward the supplier's invoice to Pulsify.
  2. Pulsify compares the BSB and account number on the invoice with the vendor record in Sage 300.
  3. If either differs, Pulsify flags it with the system value.
  4. Verify with the vendor by phone before you approve.

Pulsify connects to Sage 300. We set up the connection for you.

What Pulsify does not do here

  • Pulsify flags a mismatch. It does not decide whether the new details are real.
  • It cannot verify details a vendor has never had in Sage 300.

Common mistakes

  • Assuming the AP reports record vendor changes, when standard Sage 300 does not.
  • Letting every user with vendor access edit bank details.

More help

Sources

Last checked 2026-10-19. Confidence: partial.

Common questions

Does Sage 300 log bank detail changes?

Standard Sage 300 AP has no change log or approval for vendor bank details. Add-ons fill the gap, such as Orchid Systems EFT Processing or Greytrix Vendor Approval.

What does Orchid EFT Processing do?

Orchid's page says changes to vendor bank account details need a 2-step approval and are audit logged. Account numbers can be stored encrypted and shown masked.

What does Greytrix Vendor Approval do?

You set which users can add, update and approve on the vendor screen. An Approve button sets the vendor active or inactive. The Vendor Logger report lists field-by-field changes.

What does Pulsify check?

It compares the BSB and account number on the invoice with the supplier details in your accounting system.

Pulsify setup guides

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