HOW-TO

How to set up a new supplier safely in Sage 200

Short answer

Before the first bill, collect the supplier's VAT number and bank details, check the VAT number with HMRC, phone to confirm, have a second person approve the supplier record in Sage 200, then enter the first purchase 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?

Before you start

  • Sage 200 Purchase Ledger
  • Sage 200 Purchase Order Processing for PO tasks

The Sage 200 way

Where to find it: Purchase Ledger > Purchase Accounts > Enter New Account

  1. Open Purchase Ledger > Purchase Accounts > Enter New Account. Enter the Code and name (the code cannot be changed once saved).
  2. Fill the tabs: Company, Bank, Contacts, Trading (VAT number, default VAT code, default nominal code), Payment, Credit, Communications, Attachments, Memo and Alerts.
  3. Control the Bank tab with the role feature Purchase Ledger > Advanced > Bank Details (System Administration > Roles > Features). It is off by default.
  4. Bank detail changes are recorded with old and new values in Accounting System Manager > Audit Log > View Audit Log.
  5. Put an account on hold or hide it with Change supplier account status. A supplier account on hold cannot be amended.

Limits in Sage 200

  • No approval step for a new supplier account was found in the help.
  • Supplier bank details emails use Microsoft Power Automate with a Microsoft 365 subscription.

Words Sage 200 uses

  • Nominal code. The general ledger account number.

The Pulsify way

  1. Forward the first purchase invoice to Pulsify.
  2. Pulsify flags a supplier not found in Sage 200 so you add the record with the right details.
  3. It flags a supplier VAT number that is missing or differs from the supplier record.
  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 Sage 200. We set up the connection for you.

What Pulsify does not do here

  • Pulsify flags. A person still confirms by phone and checks the VAT number with HMRC.

Common mistakes

  • Saving a supplier code without checking it, because the Code cannot be changed once saved.
  • Leaving the Bank Details role feature at its default without deciding who should have it.

More help

Sources

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

Common questions

What can I set up on a new supplier account?

Tabs for Company, Bank, Contacts, Trading (VAT number, default VAT code, default nominal code), Payment, Credit, Communications, Attachments, Memo and Alerts. The Code cannot be changed once saved.

How do I control who sees bank details?

Use the role feature Purchase Ledger > Advanced > Bank Details (System Administration > Roles > Features). It is off by default. Bank detail changes are recorded with old and new values in the Audit Log.

Can I stop an account being used?

Put it on hold or hide it with Change supplier account status. An account on hold cannot be amended. No approval step for a new supplier account was found.

Pulsify setup guides

Want this done for you?

Book a call to see how Pulsify handles supplier bills in Sage 200.

Start free trial Book a call