# Supplier statement reconciliation in Sage X3 for wholesalers

Sage X3 has no built-in supplier statement reconciliation. Wholesalers have many suppliers, and each sends a monthly statement. The statement is the only place a missing invoice, a missing credit or a bill paid twice shows up.

## Why it matters for wholesalers

- Statements often show invoices in a different order, with finance charges, rebates and unapplied payments mixed in.
- A statement that disagrees with your records can mean you owe less or more than the ledger shows, which affects cash and who you call first.

## For wholesalers in Sage X3

- Freight and customs charges on a statement come from other business partners. X3 holds them as additional invoices, so match each statement to the partner who issued it.
- Use the invoice Status (pending, to validate or validated) and the Match status to see which statement lines are not yet posted or are blocked.
- The Reason field on the invoice header holds the reasons for variances between the supplier's invoice and the invoice X3 calculates. Fill it in when a statement total differs.
- Each open item has a Dispute code that identifies an unpaid dispute and a Pay approval level. Both are on the Open items window of the invoice.

## Rules that matter for wholesalers in Sage X3

- Fill the Reason field on the invoice header when the supplier's invoice and the invoice X3 calculates differ.
- Each open item has a Dispute code and a Pay approval level on the Open items window. Use them to mark unpaid disputes.
- Credit memo matching to the original invoice depends on the LETAUTCNO parameter at validation. Ask your partner what yours is set to.

## What Sage X3 does on its own

No built-in supplier statement matching was confirmed in Sage X3. You print the supplier account and compare it with the statement. A partner add-on, SynergERP Advanced Remittance, matches statement items and is listed on the Sage marketplace for South Africa.

- No built-in statement matching confirmed.

The Supplier invoice and payment history report lists invoices by status.

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

## Example

Example Floor Care sends a statement for $15,200. A freight company, Example Road Freight, bills the freight on the same goods as a separate business partner. Sage X3 holds that freight as an additional invoice.

- Goods supplier invoices matched to the printed supplier account: $15,200.00 (Ticked off line by line)
- Freight invoice from Example Road Freight: $640.00 (On the carrier's own statement, not the goods supplier's)
- Invoice with Match status blocked: $1,300.00 (Explains why a statement line is not yet posted)

The clerk matches the goods statement against the goods supplier and the freight statement against the carrier. The blocked invoice is released and the statement agrees.

## Common mistakes

- Matching a carrier's statement against the goods supplier.
- Ignoring invoice Status, so pending invoices look missing.
- Expecting built in statement matching. None was confirmed.

## Step-by-step guides for Sage X3

- How to run the supplier aged balance in Sage X3: https://www.pulsify.tech/how-to/run-an-aged-payables-report-in-sage-x3/

## What Pulsify adds

Pulsify reads each supplier statement, checks every line against your bills and credits and names what does not agree. Pulsify connects to Sage X3. We set up the connection for you. More: https://www.pulsify.tech/supplier-statement-reconciliation/

## Common questions

### Does Sage X3 match supplier statements?

No built in statement matching was confirmed. Print the supplier account and compare it with the statement. Use invoice status and match status to find lines that are pending or blocked.

### What do I do with an invoice that is on the statement but not in my ledger?

Ask the supplier for a copy and a delivery docket. Do not pay until you have matched it to a purchase receipt. If it is valid, enter it with the right date so your accruals are right.

### Can Sage X3 reconcile a supplier statement?

No built-in statement matching was confirmed. Compare the printed supplier account to the statement. A partner add-on, SynergERP Advanced Remittance, matches statement items.

## Sources

- 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

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