Supplier set up
Written by Rafi Mubarak
Updated at August 9th, 2025
Table of Contents
The admins or the payers can setup suppliers in ProSpend. This can be done from the Suppliers section under “Setup”.
In the supplier section, there are 2 ways to setup new suppliers.
1. Add Supplier
If there are one or two suppliers to be added, then this method can be used. Please click on +Add Supplier button to add a new supplier.
On the next screen, below fields can be filled in –
*Pay To – Enter the supplier name in this field.
*Address – Enter the address here. This address will then be shown in the purchase order PDFs to be sent to the supplier.
*Bank Account Details – If the ABA file is required from ProSpend, then “BSB and Account Number” needs to be selected. If not, then “None” should be selected. Also, if you just want to populate bank account number only (example - NZ supplier), then select "Account Number Only".
Account Name – If “BSB and Account Number” or "Account Number Only" has been selected in the “Bank Account Details” field, then the bank account name for the supplier must be entered.
BSB - If “BSB and Account Number” has been selected in the “Bank Account Details” field, then the BSB for the supplier must be entered.
Account No - If “BSB and Account Number” or "Account Number Only" has been selected in the “Bank Account Details” field, then the account number for the supplier must be entered.
*ABN – Enter the ABN here. The system uses this to match the invoices against the supplier post OCR.
Email Address – Enter the email address of the supplier. However, ProSpend doesn’t email the supplier directly on any occasion.
Cost Centre – If all the invoices from this supplier go to one cost centre, then this can be setup. If not, the invoices just default to the cost centre of the user that is creating the supplier payments.
Expense Types – If all the invoices from this supplier go to expense type, then this can be setup here.
Currency - Once a default currency has been selected for a supplier, any items on purchase orders or supplier payments created with that supplier selected will default and be locked to the configured currency.
*Supplier Code – The supplier code/ID from the finance system must be entered here and ProSpend uses this as the matching reference when supplier payments are being exported. For some finance systems that don’t have a code or ID, the name of the suppliers can be entered here.
* denotes all the mandatory fields
2. Import
When there are a lot of suppliers to be added, then the import function can be used.
Please contact support for the Excel template.
The system checks for duplicates based on the supplier code when importing. If the supplier code is included in the file, the system will search for a match and update the other included fields. If there is no matching supplier code, a new supplier will be created.
When the import is successful
When the import fails
