Invoice capture for Sage X3

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

What Sage X3 does on its own

Sage X3 enters supplier invoices by hand on the Purchase invoices or Supplier invoices screens, or loads them with an import template. The E-invoicing framework can take PDFs and XML sent to a dedicated email address or through Sage Network and read them with OCR. It is documented for French and German legislation, not Australia.

• Add-on.
• Process is not fully automated; coding is completed by hand.

What you need in Sage X3

• Sage X3 Purchasing or A/P-A/R accounting
• The E-invoicing framework for OCR and email intake
• Function and site rights for the screen

Setting it up in Sage X3

Where to find it: Setup > Usage > Imports/Exports > Imports/Exports templates

1. Open Imports/Exports templates and find the Supplier BP invoices template (object BIS).
2. Add any extra fields you need. By default the template skips the transaction and ledger rate fields.
3. Prepare the file in the template layout: fixed-length, separator-based or XML.
4. Run the import.
5. Fix any rejected lines and import them again.

Good to know in Sage X3

• To load exchange rates from the file add the RATDIV and RATMLT fields to the template.
• With e-invoicing, OCR reads PDFs and images, XML files are parsed and header data is mapped to the supplier and site. The invoice is created with a header and a generic line that you code and match by hand.
• Inbound e-invoicing is documented for French and German legislation. Check with your partner for Australian companies.

How to do it in Sage X3

How to get purchase invoice records in by email to Sage X3

Set up one address for purchase invoice records. Ask each supplier to send invoices there. Read and enter each one into Sage X3, with the original file attached.

How to enter a purchase invoice with line items in Sage X3

In Sage X3, open a new purchase invoice, pick the supplier, add one line per invoice row with an account and tax rule and tax rate, then check the total matches the invoice.

How to import purchase invoice records from a CSV into Sage X3

In Sage X3, use the import template for purchase 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 purchase invoice in Sage X3 with the source file attached.

Pulsify connects to Sage X3. 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 Dynamics 365 Finance
• Invoice capture for Kinetic
• Invoice capture for IFS Cloud
• Supplier credit notes for Sage X3
• Duplicate invoice checks for Sage X3
• Invoice fraud checks for Sage X3
• All Sage X3 how-to guides

Sources

Last checked 2026-10-19.

• online-help.sagex3.com/erp/12/en-us/Content/OBJ/AOE_BIS.htm
• online-help.sagex3.com/erp/12/en-us/Content/FCT/GESAOE.htm
• online-help.sagex3.com/erp/12/howtoguides/en-US/financials/E-invoicingFramework/Content/How-to%20guides/Financials/E-invoicing-framework/T7%20Inbound%20invoice%20processing.htm