HOW-TO

How to enter a purchase invoice with line items in Sage X3

Short answer

In Sage X3, open a new purchase invoice, pick the supplier, add one line per invoice row with an account and tax rule and tax rate, then check the total matches the invoice.

Last checked

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

  • Purchasing module (for Purchasing > Invoices > Invoices)
  • A/P-A/R accounting module (for Supplier invoices)
  • Function and site rights for the screen

The Sage X3 way

Where to find it: Purchasing > Invoices > Invoices; or A/P-A/R accounting > Invoicing > Supplier invoices

  1. Open Purchasing > Invoices > Invoices (invoices tied to orders or receipts) or A/P-A/R accounting > Invoicing > Supplier invoices (direct invoices with no order).
  2. Choose the invoice transaction, then enter the Invoicing site, Invoice type, Supplier and the supplier invoice number.
  3. Enter the supplier invoice totals (lines ex tax, tax total) on the Management tab. X3 compares them with its own calculation.
  4. On the Lines tab preload order or receipt lines from the selection panel, or enter lines by hand (source Miscellaneous for direct invoices).
  5. Select Validation to post. Invoice status goes pending, to validate, validated.

Limits in Sage X3

  • Purchasing invoices are checked against receipts and orders. Direct invoices go through Supplier invoices instead.
  • Differences between your totals and the calculated totals must be explained before posting.

Good to know in Sage X3

  • Invoices can be entered or imported and matched to POs or receipts.

Words Sage X3 uses

  • Site. A physical or legal location inside a company. Purchase flows run per site.

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 supplier in Sage X3 and suggests an account for each line from how that supplier was coded before.
  3. Review the lines in Pulsify. Fix any account or tax rule and tax rate and approve.
  4. On approval, Pulsify creates the purchase invoice in Sage X3 with the original file attached.

Pulsify connects to Sage X3. 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

  • Using Purchasing invoices for a direct invoice that has no order or receipt.
  • Skipping the supplier totals on the Management tab, so X3 has nothing to compare.

More help

Sources

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

Common questions

Which screen do I use for an invoice with no order?

Use A/P-A/R accounting > Invoicing > Supplier invoices for direct invoices with no order. Use Purchasing > Invoices > Invoices when the invoice ties to orders or receipts.

Why does X3 show a difference on the Management tab?

You enter the supplier's totals (lines ex tax and tax total) there and X3 compares them with its own calculation. Differences must be explained before you can post.

What are the invoice statuses?

After you select Validation to post, the invoice status goes pending, to validate, validated.

Pulsify setup guides

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