# How to set up a new vendor safely in Sage 100 Contractor

Before the first bill, collect a signed W-9 and the vendor's bank details, check the name and TIN match, phone to confirm, have a second person approve the vendor record in Sage 100 Contractor, then enter the first payable invoice.

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

## The Sage 100 Contractor way

Where to find it: 4-4 Vendors (Accounts Payable)

1. Add the vendor in 4-4 Vendors.
2. On Invoice Defaults set Ledger Account, use tax rate and default terms (they set the default due date).
3. Add vendor certificates and expiry dates if needed.

## Limits in Sage 100 Contractor

- Vendor certifications and expiry dates exist; no approval step before first use.

## Good to know in Sage 100 Contractor

- The system tracks subcontractor insurance and licence expiry and can warn before payment.

## The Pulsify way

1. Forward the first payable invoice to Pulsify.
2. Pulsify flags a vendor not found in Sage 100 Contractor so you add the record with the right details.
3. It flags a supplier tax ID that is missing or differs from the vendor record.
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 Sage 100 Contractor. We set up the connection for you.

What Pulsify does not do here:

- Pulsify flags. A person still confirms by phone and checks the W-9.

## Common mistakes

- Adding a vendor without certificates and expiry dates.
- Assuming someone else approves a new vendor. There is no approval step.

## Common questions

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

On Invoice Defaults set the Ledger Account, the use tax rate and the default terms. The terms set the default due date.

### Can it track insurance and licences?

Yes. The system tracks subcontractor insurance and licence expiry and can warn before payment.

### Is there an approval before first use?

No. Vendor certifications and expiry dates exist but there is no approval step before first use.

### What does Pulsify check?

A missing or changed tax ID and bank detail mismatches.

## Sources

- https://help-sage100contractor.na.sage.com/Sage100Contractor/US/25_1/Content/Modules/4-Accounts_Payable/About_vendor_invoice_defaults.htm
- https://help-sage100contractor.na.sage.com/Sage100Contractor/US/25_1/Content/Modules/4-Accounts_Payable/4-4_Vendors__Accounts_Payable_.htm

Source: https://www.pulsify.tech/how-to/set-up-a-new-supplier-safely-in-sage-100-contractor/ (last checked 2026-10-19)