# How to raise a purchase order and get it approved in Sage X3

In Sage X3, 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

- Purchasing module
- Signature management on (APPPOH) for approval

## The Sage X3 way

Where to find it: Purchasing > Orders > Orders

1. Create the order for the supplier in Purchasing > Orders > Orders.
2. If signature management is on, the Signed field shows No until signers sign. Partially means some signers have signed.
3. When Totally signed the order can be printed, sent and received.

## Limits in Sage X3

- If signature management is off, Signed shows No management and the order can be printed straight away.
- Changing a signed and printed order raises a revision number.

## The Pulsify way

1. Raise and approve the purchase order in Sage X3 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 X3. 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 X3, Pulsify matches bills to the POs you raise there.

## Common mistakes

- Printing an order before it is Totally signed.
- Leaving signature management off and expecting an approval step.

## Common questions

### How do I get an order approved?

Turn on signature management (APPPOH). The order Signed field then shows No until signers sign, Partially when some have signed and Totally when done.

### What if signature management is off?

Signed shows No management and the order can be printed straight away.

### What happens if I change a signed order?

Changing a signed and printed order raises a revision number.

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

No. Send the approved PO yourself.

## Sources

- https://online-help.sagex3.com/erp/12/en-us/Content/FCT/GESPOH.htm

Source: https://www.pulsify.tech/how-to/raise-a-po-and-get-it-approved-in-sage-x3/ (last checked 2026-10-19)