HOW-TO

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

Short answer

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.

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?

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.

More help

Sources

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

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.

Pulsify setup guides

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