Invoice approval is the check that the right person agrees a supplier bill is correct before it is paid.
What Sage 200 does on its own
Sage 200 has two approval routes. Invoice authorisation in the Purchase Ledger holds an invoice or credit note unpaid until someone authorises it. Purchase Order Processing has order authorisation rules by value and originator. Neither is a multi-step invoice chain.
- Authorising works one transaction at a time from the list.
What you need in Sage 200
- Sage 200 Purchase Ledger with invoice authorisation switched on in the Processing tab
- Sage 200 Purchase Order Processing for order authorisation
Setting it up in Sage 200
Where to find it: Purchase Ledger > Enter Transactions > Authorisation
- Turn on Invoice authorisation on the Processing tab of the Purchase Ledger settings and set the value above which it applies.
- For smaller invoices the user ticks Requires Authorisation when entering the transaction.
- Run the Unauthorised Transactions report to see what is waiting.
- Open Purchase Ledger > Enter Transactions > Authorisation and pick a single supplier or a range.
- Select each transaction and click Authorise. Check the nominal account in the Transaction Nominal Analysis window and click OK.
Good to know in Sage 200
- An unauthorised invoice carries query flag U and posts to the Unauthorised Purchases nominal account, or to suspense if that is not set. Authorising reverses the postings to the real accounts.
- An unauthorised invoice cannot be paid or allocated.
- In Sage 200 Standard the screen is under Suppliers > Enter Transactions > Authorisation.
How to do it in Sage 200
How to set up purchase invoice approval in Sage 200
In Sage 200, set up authorisation: choose who can approve and their limits, then test it with a real purchase invoice before you rely on it.
How to approve purchase invoice records in bulk in Sage 200
In Sage 200, filter the purchase invoice list to bills ready for approval, tick the ones you have checked and approve them together. Open unusual bills one by one.
How to route purchase invoice records by amount, supplier or project in Sage 200
In Sage 200, set authorisation rules by amount, supplier or job. Put specific rules first, then a default for everything else and test with a real purchase invoice.
What Pulsify adds
- Every company starts with a default rule: any Admin or Approver can approve.
- With the Approval Workflows Add-on, add ordered steps that route by supplier, amount, account and tracking such as job.
- Each step asks a role, a person or a team. A step can need any one of them or everyone.
- Add a review step before approval if someone should check coding first.
- Use Try an invoice to see which path a sample bill would take.
- Approvers approve, reject or send back from a phone or laptop, one bill or many at once.
Pulsify connects to Sage 200. We set up the connection for you. More about invoice approvals in Pulsify.
What Pulsify does not do
- Pulsify does not reassign an approval to someone else.
- Pulsify does not send approval reminders.
- Pulsify never moves money. Payment runs stay in Sage 200 or your bank.
More help
- Invoice approvals for Business Central
- Invoice approvals for MYOB Acumatica
- Invoice approvals for Sage 300
- Invoice capture for Sage 200
- Supplier credit notes for Sage 200
- Duplicate invoice checks for Sage 200
- All Sage 200 how-to guides
Sources
Last checked 2026-10-19.
- support.sage.co.uk/help/sage200/content/POP/POPSettingsOrderProcessing.htm
- desktophelp.sage.co.uk/sage200/professional/Content/PL/AuthoriseSupplierTransaction.htm
- desktophelp.sage.co.uk/sage200/professional/Content/POP/AuthorisationOverview.htm
- desktophelp.sage.co.uk/sage200/professional/Content/POP/AuthoriseOrdersForm.htm
Common questions
Does Sage 200 have a multi-level invoice approval workflow?
Not in the Sage 200 help. Invoice authorisation is one level and works by supplier selection. Purchase order authorisation has rules by value and originator with alternative authorisers and a Super Authoriser.
Can an unauthorised invoice be paid in Sage 200?
No. Until a transaction is authorised you cannot allocate a payment to it, allocate an unauthorised credit note to an invoice or reverse it.
Where do purchase orders get approved in Sage 200?
In Purchase Order Processing under Order Processing > Authorise Orders. Rules are set up under Setting up > Purchase Order Processing > Purchase order authorisation. Authorisers see only the orders they may authorise.
Is every approval recorded?
Yes. Every approve, reject and send back is recorded in the bill's activity with who did it and any reason.
Pulsify setup guides
Want this done for you?
Book a call to see how Pulsify handles invoice approvals in Sage 200.