Sage 100 Imported Purchase Order Workflow

The Imported Purchase Order workflow is for customers who create purchase orders and receivings in Sage 100. This workflow allows you to sync these purchase orders and receivings to Quadient AP and match them against your invoices. If you are interested in enabling this workflow, please reach out to your Customer Success Manager.

Workflow prerequisites

• The purchase orders are created and received in Sage 100
• The PO & Receiving Sync in SmartSync must be enabled.
• The Warehouse list in Sage 100 must be enabled. Learn more about this list here.

General Overview of Sage 100 Imported Purchase Order Workflow

Purchase Order

• Imported purchase orders can be synced into Quadient AP in either Purchase Order (PO) or Pending Approval (PA) status. By default, purchase orders will be synced in PO status.

• For the purchase order approval workflow, the purchase orders sync into Quadient AP in Pending Approval (PA) status and will go through the Approval Channels set up in Quadient AP.

• For the non-approval purchase order workflow, the purchase orders sync into Quadient AP as committed purchase orders in Purchase Order (PO) status.
• Only 'Standard' and 'Drop Ship' purchase orders are imported from Sage 100.
• Any updates to the purchase order in Sage 100 must be synced to Quadient AP. For the purchase order approval workflow, the purchase order does not need to be approved again for any updates.

Receivings

• The received quantity can be viewed from within the invoice module of Quadient AP, once the purchase order is matched to an invoice.  

• There is no approval workflow for receiving data in Quadient AP. Receiving data is automatically linked to the purchase order after syncing.

• The truck icon on the purchase orders indicates there are receivings against the purchase order.

• The receiving truck icon is black in the following situations:

• a fully received and invoiced purchase order

• a partially or fully received purchase order with no invoice match

• The receiving truck icon is red for a fully received and partially invoiced purchase order.

Importing Purchase Orders from Sage 100 to Quadient AP

In Sage 100, ensure that the purchase orders you want to import are in Standard or Drop Ship status. In the SmartSync menu in Quadient AP, ensure that the PO & Receivings sync from date toggle is enabled. Set the date back as far as needed to sync in the required purchase orders. You can verify the number of purchase orders and receivings synced at the bottom of the sync log. If this is the first time you're syncing purchase orders into Quadient AP, you must set the sync date back far enough to import the Warehouse list. 

Once synced, the purchase orders from Sage 100 can be differentiated from purchase orders made in Quadient AP by the Imported from ERP banner. 

Matching an Imported Purchase Order to an Invoice

In the Invoice module, click on the invoice that you want to match to an imported purchase order. On the Header details, ensure that the vendor is coded to the invoice. Click on the PO dropdown to match the correct purchase order to the invoice.

Once the purchase order is matched to the invoice, click the PO Adoption button on the line item table. This will open the adoption menu, allowing you to adopt the purchase order coding to the invoice. 

Select the lines you need to adopt, and click the Add Selected option. Use the trash can icon on the line view to remove any adopted lines. Click on the X to close the Receivings menu. Once back in the invoice view, click Save to save the changes. 

Some receiving lines may not be available for adoption. The reason for this is usually that the receiving line is already adopted on another invoice and has been marked as fully invoiced in Quadient AP, or the receiving line has been marked as fully invoiced in Sage 100. All invoice lines must be adopted from the matched purchase order, additional invoice lines can not be added manually. Invoices with additionally added lines will receive an error message when submit for approval. 

Adding Freight Amounts to Invoices matched to Imported Purchase Orders

Freight amounts are imported from Sage 100 as part of the purchase order data and can be added to invoices using one of the following methods.

Add Freight Amounts as a preset line item

In this workflow, the Freight amount is coded under the Totals tab of the Purchase Order Entry window in Sage 100.

In Quadient AP, the Freight amount will be added in the line item view but is not a numbered line. This means that it can not be adopted to an invoice.

After adopting the purchase order lines onto the invoice, select Freight Amount in the Other field on the Header Details menu. This will add a preset line item to enter the Freight amount. Select the Split view to see the purchase order image so you can easily code the Freight amount. This line is not considered an invoice line, and will not receive an error when submitted for approval. 

Adding Freight amounts as an invoice line item

In this workflow, the Freight amount is coded under the Lines tab of the Purchase Order Entry window in Sage 100. The Freight amount is considered an invoice line in this workflow as opposed to a preset line item.

In Quadient AP, the Freight amount will be added to the line item view as a numbered line. This means that it can be adopted to an invoice.

After matching the invoice to the purchase order, the Freight amount can be adopted to the invoice through the PO Adoption window. The amount is adopted as an additional line item, along with other purchase order data. 

Additional Information

• You can not delete purchase order lines once the purchase order is synced with Quadient AP. Any lines that are no longer needed should be updated to $0.00. Deleted lines will cause both sync errors for invoices exporting the Sage 100, and additional purchase orders syncing to Quadient AP. Please reach out to our Support team if you need assistance. 
• The invoiced quantity must be equal to the received quantity. If there is a variance, update the receivings in Sage 100 and run a sync with Quadient AP. You can match the invoice and purchase order in Quadient AP once the information is updated.