How to enter a vendor invoice with line items in Sage 300

Entering a supplier bill with line items means recording each row of the invoice (item, quantity, price, account and GST) instead of one lump sum.

Before you start

• Sage 300 Accounts Payable
• Security authorisation for the screen

The Sage 300 way

Where to find it: Accounts Payable > A/P Transactions > Invoice Entry

1. Open Accounts Payable > A/P Transactions > Invoice Entry.
2. Pick an existing batch or click New beside Batch Number, add a description and batch date.
3. Click New beside Entry Number and add a description.
4. On the Document tab enter Vendor Number, Document Type (Invoice), Document Number (the vendor invoice number), Document Date and Posting Date.
5. Distribute the amount on the Details tab by distribution code, distribution set or GL account. Check that Undistributed Amount is zero.
6. Check the Taxes and Terms tabs and click Add. Post the batch later.

Limits in Sage 300

• Invoices go into a batch and reach the GL only after the batch is posted.
• Quick Mode copies fields from the previous entry to save typing.

Good to know in Sage 300

• You can enter tax manually, distribute it to the lines or let the system calculate it.

Words Sage 300 uses

• Distribution code. A saved set of GL accounts and split amounts or percents you apply to invoice lines.
• Batch. A group of invoices entered together and then posted together.

The Pulsify way

1. Forward the supplier's invoice to your Pulsify address or upload it. Pulsify reads every printed row as its own line.
2. Pulsify finds the vendor in Sage 300 and suggests an account for each line from how that vendor was coded before.
3. Review the lines in Pulsify. Fix any account or tax class and tax authority and approve.
4. On approval, Pulsify creates the A/P invoice in Sage 300 with the original file attached.

Pulsify connects to Sage 300. We set up the connection for you.

What Pulsify does not do here

• Pulsify aims for 99% accuracy, but you still review each bill before approval.

Common mistakes

• Entering the invoice but never posting the batch, so nothing reaches the GL.
• Adding the invoice before checking that Undistributed Amount is zero.

More help

• How to enter a purchase invoice with line items in Business Central
• How to enter a bill with line items in MYOB Acumatica
• How to enter a purchase invoice with line items in Sage 200
• How to code one A/P invoice to several GL account codes in Sage 300
• How to code a vendor invoice with mixed GST lines in Sage 300
• How to set a default GL account for each vendor in Sage 300
• All Sage 300 how-to guides
• Pulsify setup guides

Sources

Last checked 2026-10-19. Confidence: confirmed.

• cdn.na.sage.com/docs/en/customer/300erp/2023/open/Sage300_AccountsPayable_UserGuide.pdf