# How to keep an audit trail for purchase invoice records in Sage X3

Attach the source invoice to every purchase invoice in Sage X3. Record who approved and when, keep reasons for rejections and changes and test the trail on five bills.

An AP audit trail is the record of who received, coded, approved and paid each bill and what was checked.

## Before you start

- Sage X3 Financials and Purchasing
- Function and site rights for the screen

## The Sage X3 way

Where to find it: Financials > Invoices > Purchase invoices

1. Use the journal traceability option on an invoice to browse the entries it created.
2. Set up an audit on any function. It stores values before and after each creation, update or deletion and can be limited by conditions or user.

## Limits in Sage X3

- Audit is set up by a supervisor and creates database triggers.

## The Pulsify way

1. Forward the invoice to Pulsify. The original file is kept with the bill.
2. Set approval rules by supplier, amount or account. Add steps and a review step if needed.
3. Rejections and approvals are recorded with the person and date. Rejections can carry a reason.
4. On approval, the purchase invoice is created in Sage X3 with the file attached.

Pulsify connects to Sage X3. We set up the connection for you.

What Pulsify does not do here:

- Pulsify does not replace the record-keeping duties of your business.

## Common mistakes

- Not setting up the audit on the functions you need before the change happens.
- Assuming journal traceability shows who edited the invoice, when it shows the entries.

## Common questions

### How do I see the entries an invoice created?

Use the journal traceability option on the invoice to browse the entries it created.

### Can X3 record who changed a record?

Yes. Set up an audit on any function. It stores values before and after each creation, update or deletion and can be limited by conditions or user.

### Who sets up the audit?

A supervisor. It creates database triggers.

### Does Pulsify record approvals?

Yes. Approvals and rejections are recorded with the person and date.

## Sources

- https://online-help.sagex3.com/erp/12/howtoguides/en-US/common%20data/PersonalDataProtection/Content/How-to%20guides/Common%20data/Personal-data-protection/T3_Features.htm
- https://online-help.sagex3.com/erp/12/en-us/Content/FCT/GESPIH.htm

Source: https://www.pulsify.tech/how-to/keep-an-audit-trail-for-ap-in-sage-x3/ (last checked 2026-10-19)