HOW-TO

How to set up a new vendor safely in NetSuite

Short answer

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

Last checked

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

Before you start

  • Permission: Vendors (Edit)

The NetSuite way

Where to find it: Lists > Relationships > Vendors > New

  1. Enter Company Name and Vendor ID. In OneWorld pick the Primary Subsidiary.
  2. On the Financial subtab enter the Tax Registration Number (ABN), Default Expense Account, Terms and Default Tax Code.
  3. On the AUS Reporting subtab tick TPAR Eligible if you pay them for services.
  4. Set bank details on the vendor record (or in Payment Automation).
  5. Save. Get a second person to check if your process needs it.

Limits in NetSuite

  • Approval of new vendors needs Payment Automation vendor approval routing or a workflow.
  • In OneWorld the primary subsidiary cannot be changed after you save.

Words NetSuite uses

  • Subsidiary. A separate legal entity inside one OneWorld account.
  • Tax code. A code on each line that sets the GST rate and which BAS boxes it feeds.

The Pulsify way

  1. Forward the first vendor bill to Pulsify.
  2. Pulsify flags a vendor not found in NetSuite 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 vendor record and flags a mismatch.
  5. Route first bills for new suppliers to a second approver.

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

What Pulsify does not do here

  • Pulsify flags. A person still confirms by phone.

Common mistakes

  • Picking the wrong Primary Subsidiary in OneWorld, which cannot be changed after you save.
  • Forgetting to tick TPAR Eligible on a vendor you pay for services.

More help

Sources

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

Common questions

What do I fill in on a new vendor record?

Company Name and Vendor ID, plus Primary Subsidiary in OneWorld. On the Financial subtab enter the Tax Registration Number (ABN), Default Expense Account, Terms and Default Tax Code.

What is the TPAR Eligible box?

On the AUS Reporting subtab, tick TPAR Eligible if you pay the vendor for services. It feeds the taxable payments report.

Can NetSuite approve a new vendor before it is used?

Only with Payment Automation vendor approval routing or a workflow. Bank details can be set on the vendor record or in Payment Automation.

What does Pulsify check?

ABN, GST status and bank detail mismatches.

Pulsify setup guides

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