# Supplier price checks in SYSPRO for wholesalers

SYSPRO covers part of supplier price checks on its own. Wholesalers buy thousands of SKUs. A small unit price change on a high-volume line can cost more than a missed large bill.

## Why it matters for wholesalers

- Suppliers change price lists, run promotions and add surcharges. The price on the purchase order may be weeks old when the invoice lands.
- Rebates and settlement discounts sit outside the invoice, so the price you pay is not always the net cost you get.

## For wholesalers in SYSPRO

- The check is on value against the GRN merchandise value and not against a supplier price list. Wholesalers should hold agreed prices on the PO and watch the variance.
- Set Ignore rounding variance less than (%) so small price and exchange rate differences do not stop the posting.
- The GRN Invoice Variance report lists the gap between receipt value and invoice value for matched GRNs. Review it by supplier.
- To get agreed prices onto the PO, keep a valid contract in Contract Price Maintenance and a Supplier Stock Code Cross Reference. Turn on the preference Automatic selection of supplier prices with the Default pricing method for entry set to Purchase Price.
- The Supplier price costing option works only when a supplier contract price exists. The Supplier prices button opens PO Browse on Contract Prices.

## Rules that matter for wholesalers in SYSPRO

- Turn on Automatic selection of supplier prices with the Default pricing method for entry set to Purchase Price, so the PO picks up the contract.
- The Supplier price costing option works only when a supplier contract price exists.
- Rebate and settlement documents sit outside the invoice price. A clean variance report does not show net cost.

## What SYSPRO does on its own

SYSPRO compares the invoice merchandise value with the GRN value. If the gap is over the maximum GRN variance it warns that the acceptable variance is exceeded. It is a value check, not a supplier price list check.

- No supplier price list check in AP.

The GRN Invoice Variance report lists receipt and invoice differences.

What you need and the setup steps: https://www.pulsify.tech/supplier-price-checks-for-syspro/

## Example

Example Garden Distributors buys pots on a contract price. The goods received note value is $5,600 in merchandise. The invoice charges $5,628 merchandise value with a rounding difference.

- Merchandise value on the goods received note: $5,600.00 (From the contract price held in Contract Price Maintenance)
- Invoice merchandise value: $5,628.00 (Inside Ignore rounding variance less than (%), so it posts)
- Next supplier price rise on the same line (Shows on the GRN Invoice Variance report for review by supplier)

The rounding gap does not stop the posting. A larger price rise would warn. Review the report by supplier to see which ones are creeping up.

## Common mistakes

- Setting the rounding variance too high, which hides real price rises.
- Skipping the Supplier Stock Code Cross Reference, so the contract is not found.
- Checking the report only when a supplier complains.

## Step-by-step guides for SYSPRO

- How to check supplier invoice lines against agreed supplier prices in SYSPRO: https://www.pulsify.tech/how-to/check-bills-against-agreed-supplier-prices-in-syspro/
- How to set a price tolerance on purchase order matching in SYSPRO: https://www.pulsify.tech/how-to/set-a-price-tolerance-on-po-matching-in-syspro/

## What Pulsify adds

Pulsify checks every line against the purchase order or a price list you upload for each supplier. Pulsify connects to SYSPRO. We set up the connection for you. More: https://www.pulsify.tech/po-matching/

## Common questions

### How do wholesalers get agreed prices into SYSPRO?

Keep a valid contract in Contract Price Maintenance and a Supplier Stock Code Cross Reference. Turn on Automatic selection of supplier prices with the Default pricing method for entry set to Purchase Price. The GRN check then compares the bill with the receipt.

### How do I find out when supplier prices change?

Compare each invoice price to the purchase order or agreed price list on every line. Report the lines that moved most each month, then ask the supplier for their new list in writing.

### Does SYSPRO check prices?

It checks invoice value against GRN value.

## Sources

- https://help.syspro.com/syspro-8-2026-r1/g_programs/aps/apspin/apspin.htm
- https://help.syspro.com/syspro-8-2025/topics/ap-invoice-automation/ap-invoice-automation.htm
- https://help.syspro.com/syspro-7-update-1/porp10.htm
- https://www.ato.gov.au/businesses-and-organisations/gst-excise-and-indirect-taxes/gst/tax-invoices

Source: https://www.pulsify.tech/supplier-price-checks-in-syspro-for-wholesalers/ (last checked 2026-10-19)