Why it matters for wholesalers
- Freight and handling arrive as extra lines on the A/P invoice. They do not sit on the purchase order, so a strict match fails even when the stock is correct.
- Short and damaged deliveries mean the invoice quantity can be higher than what the warehouse booked in.
For wholesalers in Sage 300
- Invoice several deliveries on one supplier invoice. In P/O Invoice Entry select From Multiple Receipts and pick the receipts. The screen lists the vendor's receipt details including additional cost lines.
- Set up freight and handling as additional cost codes in Purchase Orders > P/O Setup > Additional Costs. Each code can expense the cost or prorate it to the item details by quantity, cost or weight.
- A freight charge added on the invoice can be spread over several receipts. Select the detail line and click Distribute Cost to open the Cost Allocation screen. Enter the split yourself or let the proration method work it out.
- Print the Payables Clearing Audit List from P/O Analytical Reports. It lists the debits and credits for receipts, invoices, returns and credit or debit notes so you can reconcile the clearing account.
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.
The Purchase Orders guide has no percentage tolerance setting.
What you need and the setup steps: PO matching for Sage 300.
Example
Example Packaging Co sends invoice 4471 for a purchase order of 2,000 cartons. The warehouse booked in 1,200 on Monday and 600 on Thursday. The last 200 are on back order.
| Line | Amount | What the check finds |
|---|---|---|
| Cartons, 2,000 ordered, invoiced at 1,800 | $5,400.00 | Warehouse received 1,800, so quantity agrees |
| Freight and fuel levy | $260.00 | Not on the order, so it needs a freight code |
| Cartons 200 back order, invoiced early | $600.00 | Not received, so this line fails the match |
In Sage 300 the 1,800 cartons match the two receipts and pass. The back order line and freight line are held for review, so the wholesaler does not pay for stock still on the road.
Common mistakes
- Matching to the order total instead of the quantity booked in, which pays for back orders.
- Rejecting a bill because the freight line is not on the order, instead of coding it as a landed cost.
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 wholesalers.
More help
- PO matching in Sage X3 for wholesalers
- PO matching in SAP B1 for wholesalers
- PO matching in SYSPRO for wholesalers
- Supplier price checks in Sage 300 for wholesalers
- Supplier statement reconciliation in Sage 300 for wholesalers
- Supplier credit notes in Sage 300 for wholesalers
- Duplicate invoice checks in Sage 300 for wholesalers
- All Sage 300 how-to guides
Sources
Last checked 2026-10-19.
Common questions
Can Sage 300 match one supplier invoice to several deliveries?
Yes. In P/O Invoice Entry choose From Multiple Receipts and pick the receipts. Freight added on the invoice can be spread over those receipts with the Distribute Cost button, using the proration method set on the additional cost code.
How should a wholesaler match split deliveries?
Match each invoice to the receipt lines booked in so far, not the full order. Stock still on back order stays open. This pays only for goods you hold.
Where does a price difference go when the invoice differs from the receipt?
Cost differences post to the payables clearing account when you post the invoice in P/O Invoice Entry.
Pulsify setup guides
Want this done for you?
Book a call to see how Pulsify handles PO matching in Sage 300 for wholesalers.