PO matching for Sage X3

PO matching means checking a supplier bill against the purchase order it belongs to before you pay it.

What Sage X3 does on its own

Sage X3 reconciles each purchase invoice with receipts and orders and shows a Match status: Unblocked, Blocked, Warning, Successful or Not applicable. Matching tolerance codes decide when a difference gives a warning or a block. This is a real two-way and three-way match inside Purchasing.

• Needs Purchasing.
• Direct supplier invoices have no order to match.

What you need in Sage X3

• Sage X3 Purchasing
• Matching tolerance codes set up (Setup > Purchasing > Matching tolerance)

Setting it up in Sage X3

Where to find it: Purchasing > Invoices > Invoices

1. Receive goods against the order with a receipt.
2. Open Purchasing > Invoices > Invoices and choose the invoice transaction.
3. Preload the order or receipt lines from the selection panel.
4. Read the Match status for each line.
5. Open the matching lines to see blocking or warning matches and fix them or override with the right security.
6. Select Validation to post.

Good to know in Sage X3

• Blocking on invoices can be overridden by users with security rights. Blocking on receipts cannot.
• A blocked invoice is released from the right panel.
• A receipt line that is partially invoiced can no longer have its quantity changed.

How to do it in Sage X3

How to match a purchase invoice to a purchase order in Sage X3

In Sage X3, open the purchase order, compare each purchase invoice line to the purchase order line on quantity and unit price and query any difference before you approve.

How to handle a partial delivery against a purchase order in Sage X3

In Sage X3, keep the purchase order open, check each purchase invoice against what has been billed so far and close the purchase order only when the last delivery is invoiced.

How to set a price tolerance on purchase order matching in Sage X3

In Sage X3, decide how far a purchase invoice line may differ from the purchase order before a person must look at it. Set that limit where Sage X3 allows one and name who can pass a difference.

What Pulsify adds

1. Your open purchase orders come into Pulsify from Sage X3.
2. Pulsify links each invoice to its purchase order.
3. It matches each invoice line to a PO line and flags lines that bill more than ordered, are priced differently or are not on the PO.
4. A panel shows how much of the PO has been claimed, what this invoice adds and what is left. This handles part deliveries and progress claims.
5. Approve. The purchase invoice is created in Sage X3 against the purchase order.

Pulsify connects to Sage X3. We set up the connection for you. More about PO matching in Pulsify.

What Pulsify does not do

• PO matching is two-way: invoice to PO. Pulsify has no goods receipts.
• There is no tolerance setting. Pulsify compares to the cent and the approver decides.

More help

• PO matching for Dynamics 365 Finance
• PO matching for Kinetic
• PO matching for IFS Cloud
• Supplier price checks for Sage X3
• Purchase orders for Sage X3
• Supplier statement reconciliation for Sage X3
• All Sage X3 how-to guides

Sources

Last checked 2026-10-19.

• rklesolutions.com/blog/how-to-match-tolerances-in-sage-x3
• greytrix.com/blogs/sagex3/?p=10954
• online-help.sagex3.com/erp/12/en-us/Content/FCT/GESPIH.htm
• online-help.sagex3.com/erp/12/en-us/Content/FCT/GESMAT.htm

Also confirmed by

• RKL eSolutions Sage X3 partner blog, 2023