Vendor Master Controls

Vendor records get created by whoever is in a hurry, so the same supplier ends up existing three times under different spellings. Payments split across the duplicates, a good vendor looks unreliable because their invoices keep bouncing, and bank detail changes arrive by email that nobody verifies. Payment redirection is typically discovered during the audit, not at onboarding. The workflow puts two checks in place. The first runs at record creation: a proposed new vendor is compared against existing records on name, address, tax ID, and bank details, and near matches are merged or explained before the record goes live. The second runs on change: any edit to bank details flags the vendor, holds the next payment, and requires a callback to a contact already on file before it is released. Duplicate invoice detection runs alongside, comparing vendor, amount, and invoice number against what is already booked. A person still approves new vendors, verifies bank changes by phone, and releases held payments.