# Supplier price checks in Sage X3 for wholesalers

Sage X3 covers part of supplier price checks on its own. Wholesalers buy thousands of SKUs. A small unit price change on a high-volume line can cost more than a missed large bill.

## Why it matters for wholesalers

- Suppliers change price lists, run promotions and add surcharges. The price on the purchase order may be weeks old when the invoice lands.
- Rebates and settlement discounts sit outside the invoice, so the price you pay is not always the net cost you get.

## For wholesalers in Sage X3

- Supplier price lists are entered in Price Entry. Each record has a validity date range, identifiers such as product and supplier, a quantity or amount range, a gross price and discount or charge columns. Add a record for each supplier price file.
- Set Over invoice unit to Blocking and Under invoice unit to Warning on the Invoices tab of the matching tolerance. Each takes a percentage or an amount. A user with the right security can override blocking on a purchase invoice.
- The PURCTLPRI0 parameter can block purchase back to back orders when there is no price list for the supplier and no base price or standard cost on the product.

## What Sage X3 does on its own

Agreed prices are held on purchase price lists or on the order line. At invoice entry the price tolerance on the matching tolerance code flags lines outside the limit as Warning or Blocking. The comparison is with the order or receipt, not a separate agreed price file.

- The comparison is with the order or receipt, not a separate agreed price file.

Defaults apply in this order: supplier and product pair, then product, then supplier.

What you need and the setup steps: https://www.pulsify.tech/supplier-price-checks-for-sage-x3/

## Example

Example Steel Supplies sends an invoice for 500 units of bracket B12. The agreed unit price on the purchase order is $4.20. The invoice charges $4.45.

- Bracket B12, 500 units at $4.45: $2,225.00 (Order price was $4.20, so the line is $125 over)
- Bolt pack BP7, 200 units at $1.10: $220.00 (Matches the agreed price)
- Surcharge, material cost: $90.00 (Not on the order or price list)

The check flags the B12 price difference of $0.25 a unit and the surcharge. The buyer confirms whether a new price list applies before the bill is approved.

## Common mistakes

- Approving a bill because the total looks close, without checking the unit price on each line.
- Updating the purchase order price to match the invoice without asking whether the supplier agreed to the change.

## Step-by-step guides for Sage X3

- How to check purchase invoice lines against agreed supplier prices in Sage X3: https://www.pulsify.tech/how-to/check-bills-against-agreed-supplier-prices-in-sage-x3/
- How to set a price tolerance on purchase order matching in Sage X3: https://www.pulsify.tech/how-to/set-a-price-tolerance-on-po-matching-in-sage-x3/

## What Pulsify adds

Pulsify checks every line against the purchase order or a price list you upload for each supplier. Pulsify connects to Sage X3. We set up the connection for you. More: https://www.pulsify.tech/po-matching/

## Common questions

### Can Sage X3 block a supplier invoice priced above the order?

Yes. Matching tolerance codes can test the invoice unit price and line total against the order by percentage or amount. Each test is Warning or Blocking. A user with the right security can override blocking on a purchase invoice.

### How do I find out when supplier prices change?

Compare each invoice price to the purchase order or agreed price list on every line. Report the lines that moved most each month, then ask the supplier for their new list in writing.

### What happens to an invoice line outside the price tolerance?

The Match status on the line shows Warning or Blocked, depending on the action set on the matching tolerance code.

## Sources

- https://online-help.sagex3.com/erp/12/en-us/Content/FCT/GESPPL.htm
- https://online-help.sagex3.com/erp/12/en-us/Content/FCT/GESMAT.htm
- https://online-help.sagex3.com/erp/12/en-us/Content/FCT/GESPIH.htm
- https://www.ato.gov.au/businesses-and-organisations/gst-excise-and-indirect-taxes/gst/tax-invoices

### Also confirmed by

- RKL eSolutions Sage X3 partner blog, 2023: https://rklesolutions.com/blog/how-to-match-tolerances-in-sage-x3

Source: https://www.pulsify.tech/supplier-price-checks-in-sage-x3-for-wholesalers/ (last checked 2026-10-19)