# How to set up a new supplier safely in Sage X3

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 Sage X3, then enter the first purchase invoice.

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

## Before you start

- Sage X3 Financials and Purchasing
- Function and site rights for the screen

## The Sage X3 way

Where to find it: Financials > Invoices > Purchase invoices

1. Create the supplier under Common data > BPs > Suppliers with tax rule, terms, payment bank and accounting code.
2. Set the dispute field to Hold if the supplier should not be used yet.
3. Use function rights to limit who can create suppliers.
4. Check ABN and bank details outside X3.

## The Pulsify way

1. Forward the first purchase invoice to Pulsify.
2. Pulsify flags a supplier not found in Sage X3 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 Sage X3. We set up the connection for you.

What Pulsify does not do here:

- Pulsify flags. A person still confirms by phone.

## Common mistakes

- Leaving the dispute field clear before the ABN and bank details are checked.
- Letting any user create suppliers.

## Common questions

### Where do I create a supplier?

Under Common data > BPs > Suppliers, with tax rule, terms, payment bank and accounting code.

### Can I stop using a supplier until checked?

Yes. Set the dispute field to Hold if the supplier should not be used yet.

### Does X3 check the ABN or bank details?

No onboarding workflow was found. Check ABN and bank details outside X3 and use function rights to limit who can create suppliers.

### What does Pulsify check?

ABN, GST status and bank detail mismatches.

## Sources

- https://online-help.sagex3.com/erp/12/en-us/Content/FCT/GESBPS.htm

Source: https://www.pulsify.tech/how-to/set-up-a-new-supplier-safely-in-sage-x3/ (last checked 2026-10-19)