# How to match a purchase invoice to a purchase order in Sage 200

In Sage 200, open the purchase order, compare each purchase invoice line to the purchase order line on quantity and unit price and query any difference before you approve.

Matching a bill to a purchase order means checking the invoice lines against what was ordered (and sometimes received) before you pay.

## Before you start

- Sage 200 Purchase Order Processing

## The Sage 200 way

Where to find it: Purchase Order Processing > Order Processing > Record Purchase Invoice

1. In POP settings (Order Processing tab) set Match Invoices and Credit Notes To: purchase orders (two-way) or purchase orders and GRNs (three-way).
2. Open Record Purchase Invoice and select the supplier.
3. Optionally enter the invoice reference and date. A warning shows if the invoice was already recorded.
4. Enter the goods value and VAT value as a control total.
5. Mark each item invoiced and accept or amend the quantity and price. In three-way select the GRN.
6. Record the invoice. The Purchase Ledger invoice window opens to adjust VAT or rounding.

## Limits in Sage 200

- You cannot record an invoice for a supplier account that is on hold.
- Service and free text items need Record receipts prior to invoicing for a three-way match.

## Good to know in Sage 200

- A warning appears if an invoice is processed before a service is received.

## The Pulsify way

1. Sync your open POs from Sage 200 to Pulsify.
2. Forward the supplier's invoice. Pulsify links it to the right purchase order.
3. Pulsify matches each line on quantity and unit price, to within 1 cent.
4. Review flags for price differences, extra quantity and lines not on the PO.
5. Approve. The purchase invoice is created in Sage 200 against the purchase order.

Pulsify connects to Sage 200. We set up the connection for you.

What Pulsify does not do here:

- Pulsify has no tolerance setting. It compares to the cent.
- Flags are warnings. Your approver decides.

## Common mistakes

- Choosing three-way matching without recording receipts for service and free text items, which they need.
- Trying to record an invoice for a supplier account that is on hold.

## Common questions

### Where do I choose two-way or three-way matching?

In POP settings (Order Processing tab) set Match Invoices and Credit Notes To: purchase orders (two-way) or purchase orders and GRNs (three-way).

### How do I record the matching invoice?

Open Record Purchase Invoice and select the supplier. Enter the goods value and VAT value as a control total. Mark each item invoiced and accept or amend the quantity and price.

### What stops me recording an invoice?

You cannot record an invoice for a supplier account that is on hold. A warning shows if the invoice was already recorded.

### What does Pulsify flag?

A unit price that differs from the PO, a quantity above the PO line and lines that are not on the PO.

## Sources

- http://desktophelp.sage.co.uk/sage200/professional/Content/POP/PostPurchaseInvoicesForm.htm

Source: https://www.pulsify.tech/how-to/match-a-bill-to-a-purchase-order-in-sage-200/ (last checked 2026-10-19)