Invoice capture for Sage 300

Invoice capture means getting supplier invoices out of email and paper and into your system as data, without typing them in.

What Sage 300 does on its own

Sage 300 Accounts Payable has no email inbox or invoice reading of its own. Invoices are keyed in A/P Invoice Entry or loaded with File > Import. Partner add-ons such as Pacifictech AP Automation read PDFs and post the data into Sage 300.

• Add-on only.
• Add-on claims come from partner pages, not Sage.

What you need in Sage 300

• Sage 300 Accounts Payable
• A partner add-on such as Pacifictech AP Automation for invoice reading

Setting it up in Sage 300

Where to find it: Accounts Payable > A/P Transactions > Invoice Entry

1. Open Accounts Payable > A/P Transactions > Invoice Entry.
2. Pick a batch or click New beside Batch Number and add a description and batch date.
3. On the Document tab enter Vendor Number, Document Type, Document Number, Document Date and Posting Date.
4. Distribute the amount on the Details tab and check Undistributed Amount is zero.
5. Click Add and post the batch later.

Good to know in Sage 300

• For files, use File > Import on the entry screen. Imported batches show as Imported and can be edited only if Allow Edit Of Imported Batches is on in A/P Options.
• Pacifictech states that documents can arrive as email, PDF or scanned paper and show in Sage 300 for review within about 5 minutes. That is a partner claim, not Sage.
• Vendor tax and default G/L codes come from the Sage 300 vendor record.

How to do it in Sage 300

How to enter a vendor invoice with line items in Sage 300

In Sage 300, open a new A/P invoice, pick the vendor, add one line per invoice row with an GL account and tax class and tax authority, then check the total matches the invoice.

How to import vendor invoice records from a CSV into Sage 300

In Sage 300, use the import template for A/P invoice records. Fill one row per line, keep the same invoice number on every line of a bill, test with a few rows, then import.

What Pulsify adds

1. Each company gets its own Pulsify forwarding address. Suppliers send invoices there, or you forward or upload them.
2. Pulsify works out what each file is (invoice, credit note, supplier statement or purchase order) and splits a PDF that holds several invoices.
3. It unwraps ZIP files and converts Word, Excel, CSV and phone photos.
4. Each invoice is read into header fields and line items for review.
5. On approval Pulsify creates the A/P invoice in Sage 300 with the source file attached.

Pulsify connects to Sage 300. We set up the connection for you. More about invoice capture in Pulsify.

What Pulsify does not do

• Files over 25 MB are not accepted.
• Pulsify is a web app that installs to a home screen. It is not in the app stores.

More help

• Invoice capture for Business Central
• Invoice capture for MYOB Acumatica
• Invoice capture for Sage 200
• Supplier credit notes for Sage 300
• Duplicate invoice checks for Sage 300
• Invoice fraud checks for Sage 300
• All Sage 300 how-to guides

Sources

Last checked 2026-10-19.

• www.pacifictechsol.com/sage-300-apautomation