Line item coding for Sage X3

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

What Sage X3 does on its own

Each invoice line takes an account through the product or accounting code, a tax rule and analytical dimensions. The supplier record holds defaults for the accounting code, tax rule, terms, bank and dimensions. Direct invoices use the Miscellaneous source.

• No bulk account change found.

What you need in Sage X3

• Sage X3 Financials and Purchasing
• Function and site rights for the screen

Setting it up in Sage X3

Where to find it: Common data > BPs > Suppliers > Accounting section

1. Open Common data > BPs > Suppliers and select the supplier.
2. In the accounting section set the Accounting code, Tax rule, payment terms and Payment bank.
3. Add the default analytical dimensions for each dimension type.
4. Open Financials > Invoices > Purchase invoices and go to the Lines tab.
5. Add one line per product or service. For direct invoices use the Miscellaneous source.
6. Check the lines against the supplier totals on the Management tab.

Good to know in Sage X3

• A default expense account per supplier was not found. The accounting code is the control account.
• A posted invoice cannot be changed. Post a reclass journal entry to move amounts between accounts.
• No bulk account change tool was found in the help or in forums.

How to do it in Sage X3

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 code one purchase invoice to several account codes in Sage X3

In Sage X3, add a line for each type of cost on the purchase invoice. Set a different account and tax rule and tax rate on each line, then check the total matches the invoice.

How to set a default account for each supplier in Sage X3

In Sage X3, open the supplier record and set a default account and tax rule and tax rate. New purchase invoice lines will start with those and you can change any line.

How to bulk change account codes on purchase invoice records in Sage X3

No bulk account change tool was found for Sage X3. A posted invoice cannot be changed. Edit the invoice before posting. After posting, enter a reclass journal entry to move amounts between accounts.

How to code a purchase invoice with mixed GST lines in Sage X3

In Sage X3, set the tax rule and tax rate on each line of the purchase 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 X3. 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 Dynamics 365 Finance
• Line item coding for Kinetic
• Line item coding for IFS Cloud
• Multi-entity accounts payable for Sage X3
• PO matching for Sage X3
• Supplier price 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/FCT/GESBPS.htm
• online-help.sagex3.com/erp/12/en-us/Content/FCT/GESPIH.htm