# How to set up a new vendor safely in SAP B1

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 SAP B1, then enter the first A/P invoice.

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

## Before you start

- Business partner authorisation

## The SAP B1 way

Where to find it: Business Partner Master Data

1. Open Business Partners > Business Partner Master Data. The window opens in Find mode. Switch to Add mode.
2. Enter the code, name and type Vendor. On the General tab set the Type of Business (Company, Private, Government or Employee). Private is for sole proprietors.
3. Fill in ID No. 2 and Company Reg. no. if you hold them. Pick the default Buyer. Add contact persons and addresses (Add and Update modes).
4. Open Payment Terms and add the bank code, account number, branch number and account name. Choose Set as Default for the bank account used.
5. On the Accounting tab check the Accounts Payable control account. On the Tax subtab set Tax Status, and tick Subject to Withholding Tax and pick the allowed WTax codes if they apply.
6. On the Payment Run tab set House Bank and the Payment Block if you want to hold payment until checks are done. Save.

## Limits in SAP B1

- No approval of new vendors confirmed.
- The SAP help names no ABN field. ID No. 2 and Company Reg. no. are free identification fields.

## Good to know in SAP B1

- Tick Payment Block on the Payment Run tab until your checks are done. Then every document made for that partner is blocked automatically.
- Single Payment makes the payment wizard issue one payment for each invoice. With it off, open invoices go into one payment per payment method.
- Consolidating Business Partner on the Accounting tab can link several branches to one paying head office.

## The Pulsify way

1. Forward the first A/P invoice to Pulsify.
2. Pulsify flags a vendor not found in SAP B1 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 SAP B1. We set up the connection for you.

What Pulsify does not do here:

- Pulsify flags. A person still confirms by phone.

## Common mistakes

- Saving the vendor before a second person checks the bank details.
- Assuming there is a dedicated ABN field when the help does not show one.

## Common questions

### Where do I create a new vendor?

In Business Partner Master Data. Create the vendor and enter bank details before saving.

### Is there an ABN field on the vendor record?

The SAP help does not show one. Check your own set up before you rely on it.

### Does SAP require approval of a new vendor?

None was confirmed in the help. If you need a second person to check, build that into your own process.

### What does Pulsify check?

ABN, GST status and bank detail mismatches.

## Sources

- https://help.sap.com/docs/SAP_BUSINESS_ONE/68a2e87fb29941b5bf959a184d9c6727/44f58df7adac41e1e10000000a1553f6.html
- https://help.sap.com/docs/SAP_BUSINESS_ONE/68a2e87fb29941b5bf959a184d9c6727/44f3e883c4b80486e10000000a155369.html
- https://help.sap.com/docs/SAP_BUSINESS_ONE/68a2e87fb29941b5bf959a184d9c6727/44f3e8afc4b80486e10000000a155369.html
- https://help.sap.com/docs/SAP_BUSINESS_ONE/68a2e87fb29941b5bf959a184d9c6727/44f3e8f5c4b80486e10000000a155369.html
- https://help.sap.com/docs/SAP_BUSINESS_ONE/68a2e87fb29941b5bf959a184d9c6727/1dbbc2e2c0704b308577aabbae3ac25b.html
- https://help.sap.com/docs/SAP_BUSINESS_ONE/68a2e87fb29941b5bf959a184d9c6727/44f3e870c4b80486e10000000a155369.html
- https://help.sap.com/docs/SAP_BUSINESS_ONE/68a2e87fb29941b5bf959a184d9c6727/5a0b3bd498b5429ea5c1886e110ff96e.html

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