# How to keep a clean supplier list

Collect the same details from every new supplier, check the ABN, record one bank account and one contact, and review the list every quarter. Archive suppliers you have not used in 12 months.

Free tool: [Supplier onboarding form generator](https://www.pulsify.tech/free-tools/supplier-onboarding-form-generator/). Build a form that collects legal name, ABN, GST status, bank details and contacts in one go.

## Why it matters

A messy supplier list causes duplicate payments, wrong GST coding and fraud. Two records for the same supplier means two sets of bank details. That is where payments go wrong.

A clean list also makes reports useful. Spend by supplier only works when each supplier appears once.

## The steps

1. **Use one onboarding form.** Collect the legal name, trading name, ABN, GST status, bank account, payment terms and an accounts contact. Do not enter a supplier from an email signature.
2. **Check the ABN.** Look up the ABN on the ABN Lookup site. Check the name and whether the supplier is registered for GST. If a supplier does not give an ABN, you may need to withhold tax from payments.
3. **Confirm the bank details by phone.** Call a number you find yourself. Record who you spoke to and the date.
4. **Keep one record per supplier.** Search before you add. Merge duplicates and keep the record with the history.
5. **Set defaults.** Set the default account and tax code for each supplier. Set the payment terms.
6. **Review each quarter.** Run a list of suppliers with no activity in 12 months and archive them. Check for suppliers that share bank details.

## The Pulsify way

1. Pulsify checks the supplier ABN and flags one that is invalid or not registered for GST.
2. It flags changed bank details against the supplier's past invoices and the supplier record in your accounting system.
3. A new supplier can be created in your accounting system from Pulsify, for example in Xero or MYOB.

## Worked example

Example Trade Supplies Pty Ltd reviews 400 supplier records.

| Check | Result |
| --- | --- |
| Records in the list | 400 |
| Not used for 12 months | 86 |
| Pairs with the same ABN | 14 |
| Pairs with the same bank account | 3 |
| Records left after archiving unused records and merging same-ABN pairs | 400 - 86 - 14 = 300 |

The three pairs with the same bank account get a phone call before any merge. Two turn out to be one supplier with two names. One is a change request that was never confirmed.

## Common mistakes

- Entering suppliers from an invoice without checking the ABN.
- Keeping old bank details on the record.
- Leaving trading names and legal names mixed.
- Deleting suppliers with history instead of archiving them.

## Common questions

### Should I delete old suppliers?

No. Archive them so past bills and reports still work.

### What if a supplier has no ABN?

You may have to withhold from payments to them. See the ATO page on withholding when an ABN is not quoted.

### How often should I review the list?

Every quarter is enough for most businesses.

## Next step

Use the [Supplier onboarding form generator](https://www.pulsify.tech/free-tools/supplier-onboarding-form-generator/) first. Then see [how to onboard a new supplier safely](https://www.pulsify.tech/how-to/onboard-a-new-supplier-safely-abn-bank-details-first-bill/).

## Sources

- ATO: withholding when an ABN is not provided: https://www.ato.gov.au/businesses-and-organisations/hiring-and-paying-your-workers/payg-withholding/payments-you-need-to-withhold-from/withholding-from-suppliers/withholding-if-abn-not-provided
- ABN Lookup: https://abr.business.gov.au/

Source: https://www.pulsify.tech/how-to/keep-a-clean-supplier-list/ (last checked 2026-10-20)