# Invoice fraud checks in Sage 300 CRE for builders

Sage 300 CRE covers part of invoice fraud checks on its own. Many subcontractors are sole traders or small firms. Bank details change, ABNs lapse and phone numbers are easy to fake, which makes builders a target for bank-change scams.

## Why it matters for builders

- If a subcontractor does not quote an ABN on a business invoice, you generally must withhold tax at the top rate from the payment unless an exception applies. That is a cash and compliance risk on every new trade.
- Businesses with 50% or more income from building and construction services must lodge a TPAR, so subcontractor details have to be accurate through the year.

## For builders in Sage 300 CRE

- Invoices posted or imported against a closed job are rejected, per the version 25 release notes. Close jobs when they finish so late invoices cannot be coded to them.
- Give the AP user role no access to the vendor Electronic Payment Settings and Tax Settings in Security Administration. Set an Alerts & Workflows email for changes to the BSB or account number.
- TimberScan, a document tool for Sage 300 CRE, describes holding invoices in Accounts Payable while paperwork such as an insurance certificate is outstanding. Costs still show in the books. It needs the Approval System and the Allow Hold right in User Maintenance.

## Rules that matter for builders in Sage 300 CRE

- The Australian edition holds the Entity type and the taxable payments report fields on the vendor Tax Settings tab. Lock these with the same role that locks bank details.
- No ABN lookup exists in Sage 300 CRE. Check each new subcontractor on ABN Lookup and keep a copy.
- Audit Setup Activity covers only listed setup fields, so do not rely on it to prove every vendor change.

## What Sage 300 CRE does on its own

Role limits can stop the AP user from editing a vendor's Electronic Payment Settings and Tax Settings, so bank and ABN details are locked. The Alerts and Workflows tool can email you when the BSB or Account Number on a vendor changes. Sage 300 CRE has no ABN lookup.

- Needs the Alerts and Workflows tool.
- Setup changes are not logged by default.

Audit Setup Activity covers only listed setup fields, so other setup changes are not logged.

What you need and the setup steps: https://www.pulsify.tech/invoice-fraud-checks-for-sage-300-cre/

## Example

Example Tiling Services is paid by EFT on Fridays. On Wednesday an alert email says the BSB on their vendor record changed. A $14,300 claim (including GST) is in the Select Invoices to Pay list.

- Alert email: BSB changed on vendor EXTILE (Set up in Alerts and Workflows)
- Claim 6 in Select Invoices to Pay: $13,000.00 (Held until the new bank details are confirmed by phone)
- Job closed last week (An invoice posted or imported against a closed job is rejected)

The clerk phones the number held on file and finds the change was not made by the subcontractor. The AP user role could not edit Electronic Payment Settings, so the change came from a Super user and goes to review.

## Common mistakes

- Giving the AP user role the right to edit Electronic Payment Settings.
- Skipping the alert because setup changes feel rare. Setup changes are not logged by default.
- Leaving a finished job open so late claims can still be coded to it.

## Step-by-step guides for Sage 300 CRE

- How to control vendor bank detail changes in Sage 300 CRE: https://www.pulsify.tech/how-to/control-supplier-bank-detail-changes-in-sage-300-cre/
- How to set up a new vendor safely in Sage 300 CRE: https://www.pulsify.tech/how-to/set-up-a-new-supplier-safely-in-sage-300-cre/
- How to stop paying a vendor invoice twice in Sage 300 CRE: https://www.pulsify.tech/how-to/stop-paying-a-bill-twice-in-sage-300-cre/

## What Pulsify adds

Pulsify flags changed bank details, an invalid or missing tax ID and emails that fail sender checks. Pulsify connects to Sage 300 CRE. We set up the connection for you. More: https://www.pulsify.tech/fraud-prevention/

## Common questions

### How do I lock a subcontractor's bank details in Sage 300 CRE?

In Security Administration give the AP user role no access to the vendor Electronic Payment Settings and Tax Settings. Then set an Alerts & Workflows email for any change to the BSB or account number on a vendor.

### How can a builder check a new subcontractor before paying?

Check the ABN on the ABN Lookup, confirm the licence with the state regulator and compare bank details against a signed supplier form. Phone the number you already hold when any detail changes.

### Can Sage 300 CRE tell me when vendor bank details change?

Yes, with Alerts and Workflows. An Australian partner suggests an alert that emails you when the BSB or Account Number on a vendor changes. The alert needs the Alerts and Workflows tool.

## Sources

- https://www.rklesolutions.com/hubfs/RKL%20eSolutions%20Sage%20300CRE%20-%20AP%20and%20CM%20Beyond%20the%20Basics%2011-16-2023%20BC.pdf
- https://us-kb.sage.com/portal/app/portlets/results/viewsolution.jsp?solutionid=224924250051879
- http://docs.sage.com/docs/en/customer/300cre/25/open/ReleaseNotesAcctMgmt_25.pdf
- https://www.thrivetech.com.au/practical-ways-sage-cre-can-help-prevent-ap-fraud/
- http://helpfiles.timberscan.com/hold_invoices_in_sage_300_cre_accounts_payable_.htm
- https://support.procore.com/products/online/user-guide/company-level/erp-integrations/sage-300-cre/common-error-messages-resolutions-subpage
- https://www.ato.gov.au/businesses-and-organisations/hiring-and-paying-your-workers/payg-withholding/payments-you-need-to-withhold-from/withholding-from-suppliers
- https://www.ato.gov.au/businesses-and-organisations/preparing-lodging-and-paying/reports-and-returns/taxable-payments-annual-report/work-out-if-you-need-to-lodge-a-tpar/building-and-construction-services

Source: https://www.pulsify.tech/invoice-fraud-checks-in-sage-300-cre-for-builders/ (last checked 2026-10-19)