Why it matters for manufacturers
- Freight, pallets and surcharges come on the bill, but not on the order.
- Receiving is done at the plant dock, often by a different person from whoever raised the order, so the receipt is the only proof of what came in.
For manufacturers in Sage 300
- When a component invoice differs from the receipt, Purchase Orders posts the difference to the item's inventory control account and payables clearing account. An invoice cost rise is debited to inventory control.
- Freight and duty on components can be prorated onto the receipt by quantity, cost or weight using additional cost codes. The prorated cost becomes part of the item cost.
Rules that matter for manufacturers in Sage 300
- Third-party add-ons from Sage Software India and Greytrix add Ignore, Warning, Tolerance or Error limits. Without one, price checks are by eye.
- You cannot partly invoice receipts of serialised or lotted items.
- The Australia Tax Reports program maps BAS labels. A cost change that moves GST needs the tax class on the invoice to be right.
What Sage 300 does on its own
Matching in Sage 300 is done by invoicing from the receipt. In P/O Transactions > Invoice Entry you enter the receipt number and the invoice shows the receipt information. Cost differences post to the payables clearing account. Sage 300 has no tolerance setting. Third-party three-way matching add-ons add one.
- Third-party three-way matching add-ons add Warning, Tolerance or Error limits.
- Sage 300 has no tolerance setting in the Purchase Orders or Accounts Payable guides.
Third-party three-way matching add-ons from Sage Software India and Greytrix add restriction levels: Ignore, Warning, Tolerance or Error.
What you need and the setup steps: PO matching for Sage 300.
Example
Example Fixings Supply delivers 800 bolts on a purchase order at $1.10. The invoice comes in at $1.18 each. Freight of $90 is billed with it.
| Line | Amount | What the check finds |
|---|---|---|
| Receipt 800 bolts at $1.10 | $880.00 | Entered in Receipt Entry |
| Invoice 800 bolts at $1.18 in P/O Invoice Entry | $944.00 | A $64 cost rise is debited to inventory control. The difference posts to payables clearing |
| Freight | $90.00 | Prorated onto the receipt by quantity, cost or weight with an additional cost code |
The invoice posts against the receipt. Sage 300 gives no tolerance warning, so the clerk checks the $64 change with the buyer before posting.
Common mistakes for manufacturers in Sage 300
- Typing a new cost on the invoice without telling the buyer.
- Entering the invoice in Accounts Payable instead of P/O Invoice Entry, so it is not tied to the receipt.
- Forgetting that freight can become part of item cost when it is prorated.
Step-by-step guides for Sage 300
- How to match a vendor invoice to a purchase order in Sage 300
- How to handle a partial delivery against a purchase order in Sage 300
What Pulsify adds
Pulsify matches each bill line to a purchase order line and flags extra quantity, a different price or lines not on the purchase order. Pulsify connects to Sage 300. We set up the connection for you. More about PO matching in Pulsify or Pulsify for manufacturers.
More help
- PO matching in Sage X3 for manufacturers
- PO matching in SAP B1 for manufacturers
- PO matching in S/4HANA for manufacturers
- Supplier price checks in Sage 300 for manufacturers
- Invoice approvals in Sage 300 for manufacturers
- Multi-entity accounts payable in Sage 300 for manufacturers
- Duplicate invoice checks in Sage 300 for manufacturers
- All Sage 300 how-to guides
Sources
Last checked 2026-10-19.
Common questions
Can Sage 300 match component invoices to receipts?
Yes. Receive the components in Purchase Orders, then invoice the receipt in P/O Invoice Entry. A cost difference on the invoice posts to the item's inventory control and payables clearing accounts.
Who should book in the goods?
The person at the dock, on the day the goods arrive. The buyer who raised the order should not also be the receiver, because the receipt is the independent check on the bill.
Can I invoice part of a receipt?
Yes for normal items, by editing the quantity. You cannot partially invoice receipts of serialised or lotted items.
Pulsify setup guides
Want this done for you?
Book a call to see how Pulsify handles PO matching in Sage 300 for manufacturers.