HOW-TO

How to route vendor invoice records by amount, vendor or project in Sage 300

Short answer

In Sage 300, set approval rules by amount, vendor or project. Put specific rules first, then a default for everything else and test with a real A/P invoice.

Last checked

Routing bills means sending each bill to a different approver depending on its amount, supplier or job. What is approval matrix?

Before you start

  • Pacifictech Payables Workflow (add-on)

The Sage 300 way

Where to find it: Pacifictech Payables Workflow > workflow definition

  1. Set up one or more workflow definitions in Payables Workflow.
  2. Choose how each workflow finds its approver: cost centre manager, the current approver's manager or specific users.
  3. Add authorisation levels so the approver is picked by invoice value. A delegate must hold enough approval authority.

Limits in Sage 300

  • Native Sage 300 Accounts Payable does not route bills by amount, supplier or job.
  • Pacifictech routes by cost centre manager, the approver's manager, named user and value, not by supplier or job.

The Pulsify way

  1. Open Approvals in Pulsify and add a step.
  2. Add rows to the step. Each row can match a supplier, an amount range, an account or a tracking category.
  3. Choose who approves each row: a person, a role or a team.
  4. Add a second step for large amounts, or a review step for coding checks.
  5. Set an auto-approve rule for trusted, small bills.
  6. Use Try an invoice to see where a real bill would go.

Pulsify connects to Sage 300. We set up the connection for you.

What Pulsify does not do here

  • Pulsify does not reassign approvals and does not send reminders.

Common mistakes

  • Assuming standard Accounts Payable routes by amount, when only the add-on does.
  • Naming a delegate who lacks enough approval authority for the invoice value.

More help

Sources

Last checked 2026-10-19. Confidence: partial.

Common questions

Can Sage 300 route invoices by amount?

Not natively. Pacifictech's Payables Workflow add-on lets you add authorisation levels so the approver is picked by invoice value. A delegate must hold enough approval authority.

Can it route by supplier or job?

The partner add-on routes by cost centre manager, the current approver's manager, named users and value, not by supplier or job.

Can I set up more than one workflow?

Yes. Pacifictech says you can set up one or more workflow definitions, each with its own way of finding the approver.

Pulsify setup guides

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