Invoice approvals for Sage X3

Invoice approval is the check that the right person agrees a supplier bill is correct before it is paid.

What Sage X3 does on its own

Sage X3 has signature management for purchase orders and open orders, with a Signed status of No, Partially or Totally. Supplier invoices use a payment approval level in the Pay approval field instead of a signature circuit. Signers act from the workflow message or the signature list.

Signature circuits documented for orders, not invoices.

What you need in Sage X3

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

Setting it up in Sage X3

Where to find it: Setup > General parameters (signature); Purchasing > Orders

Turn on signature management for orders with the APPPOH parameter and define the signature circuit.
Set the signature assignment rule. For open orders the default rule picks the circuit from the first statistical code on the supplier and the ex-tax order total.
For invoices turn on FLGPAZ (payment approval management) at site level.
Set the Pay approval level in the invoice header. An operator can only set a level up to the maximum on the operator record.
Signers approve from the workflow message or the signature list.

Good to know in Sage X3

Only a Totally signed order can be printed and received. With signature management off, the Signed field shows No management.
Invoice Validation under Purchasing > Invoices is a mass accounting validation of saved invoices. It is not an approval.
No bulk sign action was found. Routing by cost centre or job was not found.

How to do it in Sage X3

How to set up purchase invoice approval in Sage X3

In Sage X3, set up signature and workflow: choose who can approve and their limits, then test it with a real purchase invoice before you rely on it.

How to route purchase invoice records by amount, supplier or project in Sage X3

In Sage X3, set signature and workflow rules by amount, supplier or project. 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 X3. 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 X3 or your bank.

More help

Sources

Last checked 2026-10-19.

Common questions

Does Sage X3 have invoice approval?

Supplier invoices carry a payment approval level, turned on with the FLGPAZ site parameter. Signature circuits are documented for purchase orders and open orders.

How does order signature work in Sage X3?

With APPPOH on, an order shows Signed No until signers sign and Partially when some have. Only a Totally signed order can be printed and received.

Can I approve many items at once in Sage X3?

No bulk sign or approve action was found. Signers work through the workflow inbox. Invoice Validation is an accounting step and does not approve.

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

Set up approval workflows

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