# Purchase orders for Sage X3

Sage X3 has purchase orders built in. Pulsify matches each purchase invoice to the purchase order you raised in Sage X3 and shows what is left to bill.

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 X3 does on its own

The Purchasing module raises orders for suppliers in Purchasing > Orders > Orders. Signature management can hold an order until signers approve it. Receipts are created from orders, with receipt tolerances for short and excess quantity and early or late delivery.

- Needs Purchasing.

## What you need in Sage X3

- Sage X3 Purchasing
- Signature management on (APPPOH) for approval

## Setting it up in Sage X3

Where to find it: Purchasing > Orders > Orders

1. Create the order for the supplier in Purchasing > Orders > Orders.
2. If signature management is on, the Signed field shows No until signers sign.
3. When it is Totally signed, print or send the order.
4. Create a receipt from the order for the quantity received.
5. Set the PO line closing method with the POHCLE parameter.

## Good to know in Sage X3

- Changing a signed and printed order raises a revision number.
- Whether an order line closes after a receipt depends on POHCLE and the closing indicator on the receipt line.
- The open order balance stays available for later receipts.

## How to do it in Sage X3

### How to raise a purchase order and get it approved in Sage X3

In Sage X3, 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. Full guide: https://www.pulsify.tech/how-to/raise-a-po-and-get-it-approved-in-sage-x3/

### How to match a purchase invoice to a purchase order in Sage X3

In Sage X3, 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. Full guide: 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

In Sage X3, 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. Full guide: https://www.pulsify.tech/how-to/handle-a-partial-delivery-against-a-po-in-sage-x3/

## What Pulsify adds

1. Raise and approve the purchase order in Sage X3 as you do now.
2. Open purchase orders come into Pulsify from Sage X3.
3. When the purchase 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 X3. We set up the connection for you.

What Pulsify does not do:

- Raising purchase orders in Pulsify is for Xero only. In Sage X3 you raise them in Sage X3.

## Common questions

### Does Sage X3 need approval before a purchase order is sent?

Only if signature management is on. Then the Signed field must reach Totally before the order can be printed and received. With it off, the order can be printed straight away.

### What happens if I change an order after printing?

A signed and printed order gets a revision number when you change it.

### Can Sage X3 receive part of an order?

Yes. Receipts can be created from orders for the quantity received. The open balance stays available for later receipts.

### 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://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

Source: https://www.pulsify.tech/purchase-orders-for-sage-x3/ (last checked 2026-10-19)