Line item coding for Sage 300

Line item coding means giving every line on a supplier bill its own GL account, tax class and tax authority and tracking, not one code for the whole bill.

What Sage 300 does on its own

On the Details tab of A/P Invoice Entry each line takes a G/L account, distribution code or distribution set. The vendor group sets the default method. Tax is distributed on the Taxes tab and the batch will not add until Undistributed Amount is zero.

• Manual coding.
• Vendor group defaults set one method per group, with per-vendor overrides.

What you need in Sage 300

• Sage 300 Accounts Payable
• Security authorisation for the screen

Setting it up in Sage 300

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

1. Open Accounts Payable > A/P Vendors and set the vendor group defaults for distribution method and tax group.
2. Open A/P Invoice Entry and enter the Document tab fields.
3. On the Details tab add one line for each account or distribution code.
4. Enter the amount for each line.
5. Check Undistributed Amount shows zero and review the Taxes tab.
6. Click Add.

Good to know in Sage 300

• Distribution codes and distribution sets save a repeatable multi-account split.
• Posted invoices are corrected with entries in A/P Adjustment Entry, one document at a time. No bulk recode of posted bills was found.
• To change many vendor records at once, export them to a spreadsheet, edit and import them back.

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 code one A/P invoice to several GL account codes in Sage 300

In Sage 300, add a line for each type of cost on the A/P invoice. Set a different GL account and tax class and tax authority on each line, then check the total matches the invoice.

How to set a default GL account for each vendor in Sage 300

In Sage 300, open the vendor record and set a default GL account and tax class and tax authority. New A/P invoice lines will start with those and you can change any line.

How to bulk change account codes on vendor invoice records in Sage 300

No screen was found that changes the account code on many posted bills in Sage 300. Edit unposted batches before posting. Correct a posted invoice with an adjustment entry in A/P Adjustment Entry.

How to code a vendor invoice with mixed GST lines in Sage 300

In Sage 300, set the tax class and tax authority on each line of the A/P invoice. Use the GST code for taxable lines and the GST-free code for others, then check the GST total matches the invoice.

What Pulsify adds

1. Pulsify reads each invoice into individual line items.
2. Each line gets its own account and its own tax code.
3. The account comes from how that supplier's past bills were coded. The tax code comes from the rate printed on the line.
4. You check every value on an editable review screen before approval.
5. Bulk edit sets the account and tracking on every line of one invoice, or on many invoices at once.

Pulsify connects to Sage 300. We set up the connection for you. More about line item coding in Pulsify.

What Pulsify does not do

• Pulsify aims for 99% accuracy on account and tax coding per line. You still review before approval.
• Splits are by line amount. There are no percentage splits.

More help

• Line item coding for Business Central
• Line item coding for MYOB Acumatica
• Line item coding for Sage 200
• Multi-entity accounts payable for Sage 300
• PO matching for Sage 300
• Supplier price checks for Sage 300
• All Sage 300 how-to guides

Sources

Last checked 2026-10-19.

• cdn.na.sage.com/docs/en/customer/300erp/2023/open/Sage300_AccountsPayable_UserGuide.pdf
• www.acutedata.com/how-to-change-the-amount-on-an-ap-invoice-after-it-has-been-posted/