# PO matching in Sage X3 for manufacturers

Sage X3 has PO matching built in. Raw material orders have many lines and arrive in parts. A manufacturer cannot match a bill to the full purchase order without paying for stock still on the way.

## 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 purchase receipt is the only proof of what came in.

## For manufacturers in Sage X3

- Subcontract order lines are created only by consuming subcontract requirements from manufacturing. Invoice lines cannot be reconciled with subcontract orders. Additional invoices exclude subcontract lines without a work order.
- Landed costs use a coefficient or a cost structure, chosen on the product. The PIHCPR parameter sets whether the invoice line takes the landed cost coefficient of the order or receipt it came from. No coefficient applies to additional invoices or credit memos.
- The Receipts tab of the matching tolerance can test early and late receipt in days. This suits components delivered to a production schedule.

## 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.

A blocked invoice is released from the right panel.

What you need and the setup steps: https://www.pulsify.tech/po-matching-for-sage-x3/

## Example

Example Steel Distribution sends invoice 9902 for a purchase order of 12 tonne of steel plate. The plant booked in 8 tonne on Tuesday and 3 tonne on Friday.

- Steel plate 10 mm, 11 tonne invoiced: $15,400.00 (Receipts show 11 tonne, so quantity agrees)
- Pallets and strapping: $120.00 (Not on the order)
- Steel plate, 1 tonne invoiced early: $1,400.00 (Not yet received)

In Sage X3 the 11 tonne passes against the two receipts. The unreceived tonne and the pallet fee are held until the plant confirms receipt or the buyer adds a code.

## Common mistakes

- Booking in goods by order quantity, not what came off the truck, so the match always passes.
- Treating pallet and freight lines as errors instead of landed cost.

## Step-by-step guides for Sage X3

- How to match a purchase invoice to a purchase order in Sage X3: https://www.pulsify.tech/how-to/match-a-bill-to-a-purchase-order-in-sage-x3/
- How to handle a partial delivery against a purchase order in Sage X3: https://www.pulsify.tech/how-to/handle-a-partial-delivery-against-a-po-in-sage-x3/
- How to set a price tolerance on purchase order matching in Sage X3: https://www.pulsify.tech/how-to/set-a-price-tolerance-on-po-matching-in-sage-x3/

## 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 X3. We set up the connection for you. More: https://www.pulsify.tech/po-matching/

## Common questions

### Can Sage X3 match a subcontractor's invoice to the subcontract order?

Not through invoice preloading. The Invoices function says reconciliation with subcontract orders is not authorized. Subcontract order lines come from manufacturing requirements. Ask your partner how your site invoices subcontract work.

### How does a manufacturer match raw materials delivered in parts?

Match each bill to the purchase receipt lines booked in so far. The balance stays open on the order. This stops you paying for material that has not reached the plant.

### Can a user override a blocked invoice?

Yes, with the right security. Blocking on invoices can be overridden. Blocking on receipts cannot be overridden.

## Sources

- https://online-help.sagex3.com/erp/12/en-us/Content/FCT/GESPIH.htm
- https://online-help.sagex3.com/erp/12/en-us/Content/FCT/GESPOH.htm
- https://online-help.sagex3.com/erp/12/en-us/Content/FCT/GESPTH.htm
- https://online-help.sagex3.com/erp/12/en-us/Content/FCT/GESMAT.htm
- https://www.ato.gov.au/businesses-and-organisations/gst-excise-and-indirect-taxes/gst/tax-invoices

### Also confirmed by

- RKL eSolutions Sage X3 partner blog, 2023: https://rklesolutions.com/blog/how-to-match-tolerances-in-sage-x3

Source: https://www.pulsify.tech/po-matching-in-sage-x3-for-manufacturers/ (last checked 2026-10-19)