Invoice fraud checks for Sage 300

Invoice fraud checks look for fake invoices and changed bank details before money leaves your account.

What Sage 300 does on its own

Standard Sage 300 Accounts Payable has no change log or approval for vendor bank details. Security groups limit who can add or edit vendors, and an On Hold status blocks the vendor from the payment batch run only. Add-ons add bank change approval and ABN checks.

• No bank change check or ABN check.
• No native change log for vendor bank details.

What you need in Sage 300

• Sage 300 Accounts Payable
• An add-on for bank detail approval such as Orchid EFT Processing or Greytrix Vendor Approval

Setting it up in Sage 300

Where to find it: Accounts Payable > A/P Vendors > Vendors

1. Use security groups to limit who can add or edit vendors.
2. Create a new vendor with the On Hold status until checks are done.
3. Enter the ABN in Business Reg. No. on the vendor record.
4. Check the ABN on ABN Lookup. Sage 300 does not check it.
5. Check bank details by calling the supplier on a known number before you release the hold.

Good to know in Sage 300

• Orchid EFT Processing requires a 2-step approval on bank account changes and keeps an audit log. Its page lists BPAY among supported formats.
• Greytrix Vendor Approval lets you set who can add, update and approve vendors. Its Vendor Logger report lists field by field changes.
• The guide does not name the ABN. Using Business Reg. No. for it is a practical choice, not stated by Sage.

How to do it in Sage 300

How to control vendor bank detail changes in Sage 300

Do not change vendor bank details in Sage 300 from an email. Phone the vendor on a number you already hold, get a second approval, then update the vendor record.

How to set up a new vendor safely in Sage 300

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 Sage 300, then enter the first A/P invoice.

How to check a vendor's ABN in Sage 300

Look up the vendor's ABN on ABN Lookup, then save it in Sage 300. Check the status is active, the name matches and the supplier is registered for GST.

How to stop paying a vendor invoice twice in Sage 300

Before you enter an A/P invoice in Sage 300, search the vendor's bills for the same number or amount. Use one reference format and check the payment batch for repeats.

What Pulsify adds

1. Pulsify compares the bank details on each invoice with the supplier's past invoices and your contact in Sage 300.
2. It checks the supplier ABN and flags one that is invalid or not registered for GST.
3. It flags a tax ID that differs from the supplier record or is missing.
4. If an email fails sender checks and the sender's domain enforces it, Pulsify holds the email and warns you.
5. Each document gets one signal in the queue: Needs fix, Check or Ready.

Pulsify connects to Sage 300. We set up the connection for you. More about invoice fraud checks in Pulsify.

What Pulsify does not do

• Flags are warnings. Call the supplier on a number you already have before paying new bank details.
• Pulsify never moves money.

More help

• Invoice fraud checks for Business Central
• Invoice fraud checks for MYOB Acumatica
• Invoice fraud checks for Sage 200
• Line item coding for Sage 300
• Multi-entity accounts payable for Sage 300
• PO matching for Sage 300
• All Sage 300 how-to guides

Sources

Last checked 2026-10-19.

• www.orchid.systems/products/eft-processing-sage-300
• www.greytrix.com/blogs/sageaccpacerp/2024/03/28/introduction-to-vendor-approval-addon-in-sage300-erp/
• help.sage300.com/en-us/2024/classic/Content/Financials/Accounts_Payable/Vendors/SCREENS/Vendors.htm