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Onboard suppliers once and avoid duplicate payments
For finance teams who want new vendors set up without duplicates by name or tax number, by asking their AI assistant.
On this page
Connector
Connect Microsoft Dynamics 365 Business Central, pick your AI tool and paste the prompt.
The problem
A duplicate vendor is how invoices get paid twice
Onboarding a supplier means checking they are not already set up under another name or tax number, entering details and adding their main contact. A duplicate vendor risks paying the same invoice twice.
Without PopdockAI
- Search vendors by name and tax number
- Check contacts for the same company
- Enter details by hand
- Pay the same invoice to two vendor records
With PopdockAI
- Vendors and contacts are searched for the same company
- An exact name or tax registration match needs an explicit yes
- Country and an email or phone are asked for if missing
- You see both records, then they are created with a payment setup reminder
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Create the vendor `{vendor-name}` with the details in `{details}`, and its main contact if one is given.
Pass `{company}` as the company argument on every call. If `{company}` is empty, leave the company argument out so the connector's default company is used.
**Step 1: Duplicate check**
Call `business-central-get-vendor` with name.contains set to `{vendor-name}`, and with email set if an email is given. Call `business-central-get-contact` with company-name.contains set to `{vendor-name}`. Show possible matches and ask whether to continue.
**Step 2: Collect the fields**
From `{details}` take address-line-1, city, state, postal-code, country, phone-number, email, currency-code and tax-registration-number. Ask for country and at least an email or phone if missing.
**Step 3: Preview and confirm**
Show the vendor and contact exactly as they will be created. Ask for confirmation.
**Step 4: Create**
After confirmation call `business-central-create-vendor` once with display-name `{vendor-name}` and the fields given. If a contact person was given, call `business-central-create-contact` once with display-name, job-title (required; ask if unknown), email, phone-number, type Person and company-name `{vendor-name}`.
**Step 5: Confirm the result**
Call `business-central-get-vendor` with vendor-number from the result. Report the new number, and remind the user that payment terms, payment method and posting groups are set in Business Central because the create tool does not take them.
**Rules & Guidelines:**
* Do not call any create or update tool until the user has confirmed the exact values shown in the preview.
* Create at most one vendor and one contact.
**Validation:**
* An exact name or tax-registration-number match needs an explicit yes before creating.Who it's for
One answer, three teams that use it
Accounts payable
Remove a common cause of double payment
Name, email and tax number checks stop a second vendor record for the same supplier.
Onboard Contoso Supplies as a Business Central vendor, US, ap@contososupplies.com, tax number 84-1234567.
Procurement
Set up new suppliers quickly
Create the vendor and main contact in one message so the first order is not held up.
Set up Northwind Freight as a vendor in Business Central, UK, contact Dana Whitfield.
Vendor master data
Keep the vendor list clean
Possible duplicates are shown first, and you are reminded to finish terms and posting groups.
Add Fabrikam Logistics as a vendor in Business Central and check it is not already there under another name.
How it works
What PopdockAI does when you ask
You give the vendor name and details and your AI assistant checks Business Central for an existing supplier. Nothing is created until you confirm.
01
Ask
You give the vendor name and details.
02
Check
It searches vendors and contacts, and an exact name or tax match needs your yes.
03
Confirm
You see the vendor and contact exactly as they will be created.
04
Create
It creates them, reads the vendor back and reminds you of payment setup.
The outcome
Suppliers onboarded once with clean details
Related use cases
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One prompt template with infinite possibilities.
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