# Supplier price checks for Sage 300

Sage 300 has no built-in supplier price checks. Pulsify checks every line against the purchase order or a price list you upload for each vendor.

A supplier price check compares the unit price on each bill line with the price you agreed, so overcharges are caught before you pay.

## What Sage 300 does on its own

Vendor Contract Costs hold agreed prices per vendor and item. The contract cost then fills in as the default cost on purchase orders, receipts, invoices, returns and credit or debit notes. The guide describes no warning when an invoice cost differs.

- Only works for stocked items with a contract cost record.

## What you need in Sage 300

- Sage 300 Purchase Orders (Vendor Contract Costs)

## Setting it up in Sage 300

Where to find it: Purchase Orders > P/O Setup > Vendor Contract Costs

1. Open P/O Setup > Vendor Contract Costs and click New.
2. Enter the vendor number.
3. Pick each item and fill in the cost, discount and tax information.
4. Click Add.
5. Check the default cost when you enter a receipt or invoice and change it if the vendor invoice differs.

## Good to know in Sage 300

- This works only for stocked items that have a contract cost record.
- The user can see the default and type over it.
- A third-party add-on (Greytrix three-way PO matching) can add Warning, Tolerance or Error limits on cost.

## How to do it in Sage 300

### How to check A/P invoice lines against agreed vendor prices in Sage 300

Keep the agreed price list for each vendor outside Sage 300. Compare each A/P invoice unit price to the list and query any difference. Update the list when prices change. Full guide: https://www.pulsify.tech/how-to/check-bills-against-agreed-supplier-prices-in-sage-300/

## What Pulsify adds

1. Upload the prices you agreed with a supplier as a CSV. One price list per supplier, up to 100,000 items.
2. Pulsify checks the unit price on every line of that supplier's bills against the list, by item code then exact description.
3. Lines priced differently or not on the list are flagged.
4. If a bill is matched to a purchase order, line prices are checked against the PO too.
5. The approver sees the flag and decides.

Pulsify connects to Sage 300. We set up the connection for you.

What Pulsify does not do:

- There is no tolerance. Any difference is flagged.
- Pulsify does not track rebates or price history.

## Common questions

### Does Sage 300 warn when a supplier charges more than the agreed price?

The Purchase Orders guide describes no warning. Contract costs fill in as defaults, and you see and can type over them. A third-party add-on such as Greytrix three-way PO matching can add cost limits.

### Do contract costs work for non-stock items?

No. Vendor Contract Costs apply to stocked items that have a contract cost record.

### Where do contract costs show up?

As the default cost on purchase orders, receipts, invoices, returns and credit or debit notes.

### How do I update a price list?

Upload the new CSV. It replaces the old list and open bills are checked again the next time they are opened.

## Sources

- https://cdn.na.sage.com/docs/en/customer/300erp/2023/open/Sage300_PurchaseOrders_UserGuide.pdf
- https://www.greytrix.com/blogs/sageaccpacerp/2023/09/27/unit-cost-restriction-in-three-way-po-matching-module/

Source: https://www.pulsify.tech/supplier-price-checks-for-sage-300/ (last checked 2026-10-19)