# How to set up a new supplier safely in Kinetic

Before the first bill, collect the supplier's ABN and bank details, check the ABN, phone to confirm, have a second person approve the supplier record in Kinetic, then enter the first AP invoice.

Setting up a new supplier safely means checking who they are and where the money goes before the first payment.

## The Kinetic way

Where to find it: Supplier Maintenance

1. Create the supplier with terms, tax liability and bank
2. Hold payment until verified
3. Keep different people for adding suppliers, POs, receipts and invoices
4. Log and flag any bank changes to the finance lead
5. To stop one buyer splitting spend into many small POs to the same supplier, ask your Epicor consultant for a business process method (BPM) that checks recent POs for the same supplier and buyer and routes the PO for approval.
6. To catch bank detail changes, set up a BPM on the supplier bank record (VendBank). One way to build it is to email the finance director and make the supplier inactive when the details change.

## Limits in Kinetic

- A per-PO purchase limit does not stop several POs, each under the limit, going to the same supplier.
- A BPM that looks for a changed bank record can miss a first-time bank entry. Epicor treats Save as an Update, while the plus sign for a new line shows as GetNewVendBank. Use the BPM trace to see which method fires.
- Setting the PO limit to 0.01 sends every PO to approval, but it also sends the small ones.

## The Pulsify way

1. Forward the first AP invoice to Pulsify.
2. Pulsify flags a supplier not found in Kinetic so you add the record with the right details.
3. It checks the ABN against the ABR and flags an invalid ABN or one not registered for GST.
4. It compares bank details with the supplier record and flags a mismatch.
5. Route first bills for new suppliers to a second approver.

Pulsify connects to Kinetic. We set up the connection for you.

What Pulsify does not do here:

- Pulsify flags. A person still confirms by phone.

## Common mistakes

- Letting one person add the supplier, raise the PO, receive and invoice.
- Not flagging bank changes to the finance lead.

## Common questions

### What do I set on a new supplier?

Create the supplier with terms, tax liability and bank, then hold payment until verified.

### Is there a new supplier approval step?

Kinetic has no built-in supplier approval. Keep different people for adding suppliers, POs, receipts and invoices.

### What should I do about bank changes?

Log and flag any bank changes to the finance lead.

### Can one person set up a supplier and pay it in Kinetic?

Kinetic does not stop it. Segregation of duties is a rule you set up with user rights: one person adds the supplier, another raises the PO, another receives and another keys the invoice.

### Can I stop a buyer splitting a large purchase across several POs?

A single PO limit will not. A custom BPM can check other recent POs for the same supplier and buyer, then route the PO for approval.

### Do bank detail changes trigger an alert?

Not on their own. You build a BPM on the supplier bank record for that, and you test it for both changed and newly added bank details.

### What does Pulsify check?

ABN, GST status and bank detail mismatches.

## Sources

- https://tomerlin-erp.com/wp-content/uploads/2017/01/Epicor10_FeatureSummaryHighlights_101500.pdf
- https://www.epiusers.help/t/60446
- https://www.epiusers.help/t/123605

Source: https://www.pulsify.tech/how-to/set-up-a-new-supplier-safely-in-epicor-kinetic/ (last checked 2026-10-19)