# Purchase orders for Sage 100 Contractor

Sage 100 Contractor has purchase orders built in. Pulsify matches each payable invoice to the purchase order you raised in Sage 100 Contractor and shows what is left to bill.

A purchase order is the written order you send a vendor before they deliver, so the bill can be checked against it later.

## What Sage 100 Contractor does on its own

Purchase orders for jobs are created in 6-6-1 Purchase Orders with a Status, a job and a cost code per line. Approval is a date typed in the Approved box, not a routed workflow. A master purchase order (status 6-Master) tracks all materials from one vendor for a whole project.

- Approval is a date field, not a routing workflow.

## What you need in Sage 100 Contractor

- Sage 100 Contractor Project Management
- A purchasing authorizer in your own business

## Setting it up in Sage 100 Contractor

Where to find it: 6-6-1 Purchase Orders

1. Open 6-6-1 Purchase Orders. Leave Order# blank so the program assigns the number when you save.
2. Fill in Order Date, Vendor, Attention, Description, Job and Phase.
3. Pick the Status. 1-Open means approved by someone with authority.
4. In the grid enter the Part#, Description, Unit, Quantity, Price, Cost Code and Cost Type for each item.
5. After the authorizer signs off type the date in the Approved box and choose File > Save.
6. When goods arrive enter a receipt in 12-4 or create a payable invoice that references the order.

## Good to know in Sage 100 Contractor

- The statuses are 1-Open, 2-Review, 3-Dispute, 4-Closed, 5-Void and 6-Master.
- The entire purchase order is subject to sales tax for the tax district you pick.
- You can enter an invoice against a PO in 2-Review, but the program warns you.

## How to do it in Sage 100 Contractor

### How to raise a purchase order and get it approved in Sage 100 Contractor

In Sage 100 Contractor, create a purchase order with the vendor, lines and prices. Submit it for approval and send it to the vendor only after it is approved. Full guide: https://www.pulsify.tech/how-to/raise-a-po-and-get-it-approved-in-sage-100-contractor/

### How to match a payable invoice to a purchase order in Sage 100 Contractor

In Sage 100 Contractor, open the purchase order, compare each payable invoice line to the purchase order line on quantity and unit price and query any difference before you approve. Full guide: https://www.pulsify.tech/how-to/match-a-bill-to-a-purchase-order-in-sage-100-contractor/

### How to handle a partial delivery against a purchase order in Sage 100 Contractor

In Sage 100 Contractor, keep the purchase order open, check each payable invoice against what has been billed so far and close the purchase order only when the last delivery is invoiced. Full guide: https://www.pulsify.tech/how-to/handle-a-partial-delivery-against-a-po-in-sage-100-contractor/

## What Pulsify adds

1. Raise and approve the purchase order in Sage 100 Contractor as you do now.
2. Open purchase orders come into Pulsify from Sage 100 Contractor.
3. When the payable invoice arrives, Pulsify matches it to the purchase order line by line and flags differences.
4. A panel shows how much of the purchase order has been billed and what is left.

Pulsify connects to Sage 100 Contractor. We set up the connection for you.

What Pulsify does not do:

- Raising purchase orders in Pulsify is for Xero only. In Sage 100 Contractor you raise them in Sage 100 Contractor.

## Common questions

### Does Sage 100 Contractor approve purchase orders?

Approval is a date field. A person with authority signs off and you type the date in the Approved box. There is no routing workflow.

### What is a master purchase order?

A PO with status 6-Master that tracks all materials to be bought from one vendor for a whole project. You create individual orders from it.

### How does the PO number get set?

Leave the Order# box blank. On a network do not type a number, because the program assigns one when you save.

### Should every purchase have a purchase order?

Most teams set a dollar amount or a supplier list. Regular small bills such as power often skip a PO and go through approval instead.

## Sources

- https://help-sage100contractor.na.sage.com/Sage100Contractor/US/25_1/Content/Modules/12-Inventory/About_purchase_order_receipts.htm
- https://help-sage100contractor.na.sage.com/Sage100Contractor/US/25_1/Content/Modules/6-Project_Management/About_purchase_order_status.htm

Source: https://www.pulsify.tech/purchase-orders-for-sage-100-contractor/ (last checked 2026-10-19)