# How to raise a purchase order and get it approved in Sage 300

In Sage 300 approval applies to requisitions, not to the purchase order itself. Turn on requisition approval in P/O Options. Only approved requisitions can be converted to a PO.

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 300 Purchase Orders
- Requisition approval security rights

## The Sage 300 way

Where to find it: Purchase Orders > P/O Transactions > Requisition Entry and Purchase Order Entry

1. Turn on requisition approval in P/O Options.
2. Users enter a requisition in Requisition Entry. If they lack approval security the requisition is placed On Hold with Approval Status Entered.
3. An authorised user approves it. Only approved requisitions can be converted to a PO (Create POs from Requisitions).
4. Enter or release the PO in Purchase Order Entry.

## Limits in Sage 300

- Approval applies to requisitions, not to the purchase order itself.
- You cannot convert an on-hold requisition to a PO.

## The Pulsify way

1. Raise and approve the purchase order in Sage 300 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 300. 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 300, Pulsify matches bills to the POs you raise there.

## Common mistakes

- Trying to convert an on-hold requisition to a PO.
- Turning on requisition approval without giving anyone the approval security rights.

## Common questions

### Is the purchase order itself approved?

No. Approval applies to requisitions, not to the purchase order itself. Only approved requisitions can be converted to a PO with Create POs from Requisitions.

### What happens to a requisition from a user without approval rights?

It is placed On Hold with Approval Status Entered until an authorised user approves it. You cannot convert an on-hold requisition to a PO.

### How do I turn it on?

Turn on requisition approval in P/O Options and give approvers the requisition approval security rights.

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

No. Send the approved PO yourself.

## Sources

- https://cdn.na.sage.com/docs/en/customer/300erp/2023/open/Sage300_PurchaseOrders_UserGuide.pdf

Source: https://www.pulsify.tech/how-to/raise-a-po-and-get-it-approved-in-sage-300/ (last checked 2026-10-19)