Sage 300 - Imported Purchase Order Workflow

Quadient AP's Purchase Order module allows you to import purchase orders from Sage 300. The purchase order and receiving data are imported into Quadient AP from Sage 300 via SmartSync and can be matched to invoices entered into Quadient AP. To learn more about this process, please reach out to your Customer Success Manager.  

General Overview of Sage 300 Imported Purchase Order Workflow

Purchase Order

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

• For the purchase order approval workflow, the purchase orders will go through the Approval Channels set up in Quadient AP.

• Only 'Active' purchase orders are imported from Sage 300.
• Any updates to the purchase order in Sage 300 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.

Receiving Data

• The receiving data can be viewed in Quadient AP from within the purchase order and invoice module. 

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

Importing Purchase Orders from Sage 300 to Quadient AP

In Sage 300, ensure that the purchase orders you want to import are in Active status. In the SmartSync menu in settings, 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. 

Once imported, the purchase orders from Sage 300 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 View Recevings button on the line item table. This will open the receivings menu, allowing you to adopt the purchase order coding to the invoice. 

In the View Receivings menu, there are two tabs: Adopted and Search. Adopted shows any lines already adopted to the invoice, and Search allows you to adopt the remaining lines. Use the dropdown options inside the Search tab to search by fields such as Item, Term, and Account. Select the lines you need to adopt, and click the Add Selected option. Click on the X to close the Receivings menu. 

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 300. For Sage 300, invoice line items can only be adopted from the receiving line items. You can not manually add additional line items to the invoice nor can you use the 'Adopt to PO Coding' feature as opposed to 'View Receivings'. 

Additional information

The 'quantity invoiced' on the purchase order is updated only after the invoice data is exported from Quadient AP into Sage 300. It's recommended that you sync the invoice data from Quadient AP into Sage 300 frequently to ensure it is kept up to date.

If you have multiple invoices against the same receiving and mark any of the lines as fully invoiced, then we recommend exporting the first invoice into Sage 300 before you export the second invoice, to avoid sync errors. Also, avoid batch exporting invoices in this scenario. 

If you have any questions or would like to enable the workflow for your company, please reach out to your Customer Success Manager.