Purchase orders for Sage 300

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 300 does on its own

The Purchase Orders module raises requisitions, purchase orders and receipts. Requisition approval can be turned on. Receipts are invoiced in Invoice Entry and the order keeps the outstanding quantity.

• Separate module.
• Completed detail lines cannot be changed after posting.

What you need in Sage 300

• Sage 300 Purchase Orders
• Requisition approval security rights

Setting it up in Sage 300

Where to find it: Purchase Orders > P/O Transactions > Requisition Entry and Purchase Order Entry

1. Turn on requisition approval in P/O Options if needed.
2. Enter a requisition in Requisition Entry.
3. An authorised user approves it, then use Create POs from Requisitions.
4. Enter or release the order in Purchase Order Entry.
5. Record deliveries in Receipt Entry and use Receive All for a full delivery.

Good to know in Sage 300

• You can add detail lines to a purchase order at any time, even after receipts for all details are posted.
• After you post a receipt you cannot delete the order or its details. To cancel a detail, cancel the outstanding quantity.
• Pending Receipts Inquiry under P/O Statistics and Inquiries shows what is still due and can show late POs only.

How to do it in Sage 300

How to raise a purchase order and get it approved in Sage 300

In Sage 300 approval applies to requisitions, not to the purchase order itself. Turn on requisition approval in P/O Options. Only approved requisitions can be converted to a PO.

How to match a vendor invoice to a purchase order in Sage 300

In Sage 300, open the purchase order, compare each A/P 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 300

In Sage 300, keep the purchase order open, check each A/P invoice against what has been billed so far and close the purchase order only when the last delivery is invoiced.

What Pulsify adds

1. Raise and approve the purchase order in Sage 300 as you do now.
2. Open purchase orders come into Pulsify from Sage 300.
3. When the A/P 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 300. 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 300 you raise them in Sage 300.

More help

• Purchase orders for Business Central
• Purchase orders for MYOB Acumatica
• Purchase orders for Sage 200
• Supplier statement reconciliation for Sage 300
• Invoice approvals for Sage 300
• Invoice capture for Sage 300
• All Sage 300 how-to guides

Sources

Last checked 2026-10-19.

• cdn.na.sage.com/docs/en/customer/300erp/2023/open/Sage300_PurchaseOrders_UserGuide.pdf