How to set up purchase invoice approval in Sage X3

Bill approval means a bill is checked and signed off by the right person before it is paid. A setup says who approves what. What is segregation of duties?

Before you start

• Purchasing signature management turned on (APPPOH parameter for orders)
• Payment approval management (FLGPAZ site parameter) for invoices
• Function and site rights for the screen

The Sage X3 way

Where to find it: Setup > General parameters (signature); Purchasing > Orders; payment approval on invoices

1. Turn on signature management for orders with the APPPOH setup and define the signature circuit.
2. Signed status on the order shows No, Partially or Totally. Only a Totally signed order can be printed and received.
3. For invoices, turn on FLGPAZ (payment approval management) at site level. The Pay approval field on the invoice header holds the approval level.
4. An operator can only set a pay approval level up to the maximum on the operator record.

Limits in Sage X3

• Signature circuits are for orders. Invoices use payment approval levels, not a signature circuit.

Good to know in Sage X3

• X3 also has a workflow engine.

Words Sage X3 uses

• Signature. X3 approval level on purchase documents.
• Site. A physical or legal location inside a company. Purchase flows run per site.

The Pulsify way

1. Connect Sage X3 to Pulsify. We set up the connection for you where needed.
2. Open Approvals. Every company starts with a default rule: any Admin or Approver can approve.
3. Add steps for amounts, suppliers or accounts. Choose a person, a role or a team as approver at each step.
4. Add a review step if someone should check coding before approval.
5. Use Try an invoice to test the rule on a real bill.
6. Add auto-approve rules for small or trusted bills if you want.

Pulsify connects to Sage X3. We set up the connection for you.

What Pulsify does not do here

• Pulsify does not reassign an approval to someone else.
• Pulsify does not send approval reminders.

Common mistakes

• Expecting a signature circuit on supplier invoices, when they use payment approval levels.
• Turning on APPPOH for orders and forgetting FLGPAZ for invoices.

More help

• How to set up vendor invoice approval in Dynamics 365 Finance
• How to set up AP invoice approval in Kinetic
• How to set up supplier invoice approval in IFS Cloud
• How to keep an audit trail for purchase invoice records in Sage X3
• How to route purchase invoice records by amount, supplier or project in Sage X3
• All Sage X3 how-to guides
• Pulsify setup guides

Sources

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

• online-help.sagex3.com/erp/12/en-us/Content/FCT/GESPOH.htm
• online-help.sagex3.com/erp/12/en-us/Content/FCT/GESPIH.htm
• online-help.sagex3.com/erp/12/en-us/Content/FCT/GESBIS.htm