An AP audit trail is the record of who received, coded, approved and paid each bill and what was checked. What is segregation of duties?
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
- Use the journal traceability option on an invoice to browse the entries it created.
- 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
- Forward the invoice to Pulsify. The original file is kept with the bill.
- Set approval rules by supplier, amount or account. Add steps and a review step if needed.
- Rejections and approvals are recorded with the person and date. Rejections can carry a reason.
- 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.
More help
- How to keep an audit trail for vendor invoice records in Dynamics 365 Finance
- How to keep an audit trail for AP invoice records in Kinetic
- How to keep an audit trail for supplier invoice records in IFS Cloud
- How to stop paying a purchase invoice twice in Sage X3
- How to set up purchase invoice approval in Sage X3
- How to route purchase invoice records by amount, supplier or project in Sage X3
- All Sage X3 how-to guides
- Pulsify setup guides
Sources
Last checked 2026-10-19. Confidence: confirmed.
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.
Pulsify setup guides
Want this done for you?
Book a call to see how Pulsify handles supplier bills in Sage X3.