# How to raise a purchase order and get it approved in Sage 200

In Sage 200, create a purchase order with the supplier, lines and prices. Submit it for approval and send it to the supplier only after it is approved.

Raising a purchase order means writing down what you are buying, from whom and at what price and getting sign-off before you order.

## Before you start

- Sage 200 Purchase Order Processing
- Authorisation rules set up

## The Sage 200 way

Where to find it: Purchase Order Processing > Purchase Orders; Order Processing > Authorise Orders

1. Enter the order. If it meets an authorisation rule it needs authorisation.
2. The authoriser opens Authorise Orders, ticks the order and authorises or queries it.
3. A queried order must be amended and saved again before authorising.
4. Authorised orders can be printed and processed.

## Limits in Sage 200

- Only the orders you can authorise are shown, unless you are a Super Authoriser.
- The Allow processing of unauthorised purchase orders setting can let unauthorised orders through.

## The Pulsify way

1. Raise and approve the purchase order in Sage 200 as usual.
2. When the invoice arrives, Pulsify links it to the purchase order and matches the lines.
3. Differences in quantity or price are flagged for review before approval.

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

What Pulsify does not do here:

- Raising and creating POs in Pulsify works with Xero only today. For Sage 200, Pulsify matches bills to the POs you raise there.

## Common mistakes

- Leaving Allow processing of unauthorised purchase orders on and assuming every order was authorised.
- Trying to authorise a queried order before it is amended and saved again.

## Common questions

### Who sees an order that needs authorisation?

The authoriser opens Authorise Orders. Only the orders you can authorise are shown, unless you are a Super Authoriser.

### What if the authoriser queries the order?

A queried order must be amended and saved again before it can be authorised.

### Can unauthorised orders still get through?

Yes, if the Allow processing of unauthorised purchase orders setting is on. Check it if you rely on authorisation.

### Does Pulsify email the PO to the supplier?

No. Send the approved PO yourself.

## Sources

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

Source: https://www.pulsify.tech/how-to/raise-a-po-and-get-it-approved-in-sage-200/ (last checked 2026-10-19)