A purchase order is the written order you send a supplier before they deliver, so the bill can be checked against it later.
What Sage 200 does on its own
Purchase Order Processing is a separate Sage 200 module for raising, authorising and receiving purchase orders. Orders that meet an authorisation rule wait in Authorise Orders. The Purchase Orders List shows Received and Invoiced status for each order.
- Separate module.
- Rules cover purchase orders and requisitions only, not Purchase Ledger invoices.
What you need in Sage 200
- Sage 200 Purchase Order Processing
- Authorisation rules set up
Setting it up in Sage 200
Where to find it: Purchase Order Processing > Purchase Orders
- Open Purchase Order Processing > Purchase Orders and enter the order.
- If the order meets an authorisation rule it waits for authorisation.
- The authoriser opens Authorise Orders, ticks the order and authorises or queries it.
- Amend and save a queried order before it is authorised again.
- Print the authorised order and confirm goods received when the delivery arrives.
Good to know in Sage 200
- The Received, Invoiced, Cancelled and Disputed columns on the Purchase Orders List are only available from Sage 200 Professional 2024 R1 onwards.
- An order becomes Completed only when all items are invoiced or cancelled. A part delivery leaves it Live.
- The Allow processing of unauthorised purchase orders setting can let unauthorised orders through.
How to do it in Sage 200
How to raise a purchase order and get it approved in Sage 200
In Sage 200, create a purchase order with the supplier, lines and prices. Submit it for approval and send it to the supplier only after it is approved.
How to match a purchase invoice to a purchase order in Sage 200
In Sage 200, 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 200
In Sage 200, 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.
What Pulsify adds
- Raise and approve the purchase order in Sage 200 as you do now.
- Open purchase orders come into Pulsify from Sage 200.
- When the purchase invoice arrives, Pulsify matches it to the purchase order line by line and flags differences.
- A panel shows how much of the purchase order has been billed and what is left.
Pulsify connects to Sage 200. We set up the connection for you. More about purchase orders in Pulsify.
What Pulsify does not do
- Raising purchase orders in Pulsify is for Xero only. In Sage 200 you raise them in Sage 200.
More help
- Purchase orders for Business Central
- Purchase orders for MYOB Acumatica
- Purchase orders for Sage 300
- Supplier statement reconciliation for Sage 200
- Invoice approvals for Sage 200
- Invoice capture for Sage 200
- All Sage 200 how-to guides
Sources
Last checked 2026-10-19.
Common questions
Is purchase order processing included in Sage 200?
It is a separate module called Purchase Order Processing. Sage help describes it as the module for orders, authorisation, goods received and invoice matching, so check it is on your licence.
Can Sage 200 approve purchase orders by value?
Yes. Authorisation rules use order value and the order originator, and name who can authorise. Rule groups, alternative out of office authorisers and a Super Authoriser are available.
How do I see which orders are still open?
Use the Purchase Orders List under Purchase Order Processing. The Received and Invoiced columns show Part or Full for each order. These columns need Sage 200 Professional 2024 R1 or later.
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.
Pulsify setup guides
Want this done for you?
Book a call to see how Pulsify handles purchase orders in Sage 200.