User Manual

Sage X3 V12.18
Purchasing
Table of Contents
1 DOCUMENT CONFIGURATION................................................................................2
1.1 Purpose of This Document...............................................................................2
1.2 Definitions, Acronyms and Abbreviations.........................................................2

2 PRICES...................................................................................................................... 3
2.1 Price Search..................................................................................................... 3

3 PURCHASE ORDERS............................................................................................... 5
3.1 To create a Purchase order navigate to:..........................................................5
3.2 Amend an Order............................................................................................... 8
3.3 Close an Order................................................................................................. 9
3.4 Re-open an Order............................................................................................ 9
3.5 Print Purchase Order......................................................................................11

4 PURCHASE RECEIPTS........................................................................................... 15
4.1 Create a Purchase receipt..............................................................................15

5 INVOICES................................................................................................................ 18
5.1 Create a Purchase Invoice.............................................................................18
5.2 Standard Invoices...........................................................................................18
5.3 Additional Invoices.......................................................................................... 21

6 INVOICE VALIDATION [MASS POSTING OF PURCHASE INVOICES]................23

7 CREDIT NOTE......................................................................................................... 24
7.1 Credit an Invoice............................................................................................24

7 PURCHASE RETURNS.......................................................................................... 26

8 RETURN VALIDATION............................................................................................30

9 ENQUIRIES.............................................................................................................. 32
9.1 Order Inquires................................................................................................32
9.2 Receipt Inquires............................................................................................. 33
9.3 Invoice Inquires..............................................................................................35
9.4 Reprint of forms..............................................................................................35

10 REPORTS................................................................................................................ 38
1 Document Configuration

1.1 Purpose of This Document

The information contained in this document is intended to equip the Sage ERP X3 end-
user with the required knowledge and understanding to process day-to-day transactions
within the Purchasing module; transactions such as:
 Creation and processing of Purchase Orders
 Creation and processing of Purchase Receipts
 Creation and processing of Purchase Invoices.
 Creation and processing of a Credit Note

1.2 Definitions, Acronyms and Abbreviations

Term Description

BP Business Partner

CoA Chart of Accounts

GL General Ledger

PO Purchase

GRN Goods Receipt Note

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2 Prices

2.1 Price Search

Purchasing > Price Lists > Price Search

 Enter the product, supplier and quantity.

 Click on apply (on the right hand menu), and then click on price list inquiry (below
apply)

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3 Purchase Orders

3.1 To create a Purchase order navigate to:

Purchasing > Orders > Orders

 Select the relevant transaction mode

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 On the left list all previous PO’s are displayed.

Header Tab
 To enter a new
1. PO click on the plus sign (new).
2. Enter the site
3. Enter the Supplier
4. Note: The rest of the fields on the controls tab will be filled with the default data
as entered on the supplier record

Management Tab
Under the management tab, most details will auto default from the Supplier Master
data
1. Enter the Internal reference
2. Confirm the correct tax rule

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 3. Select the department for which the order will be billed against

Lines Tab
 Please note that multiple lines can be added to a PO.
 To Enter the Line details:
1. Product: By clicking on the magnifying glass, search for the Product you would
like to procure
2. Descriptions will auto default from the Product Master Data
3. Standard description, details will auto populate from the Product Master data
4. The Receiving side defaults to the same site as the header site
5. Address: this will default to the default address as per the supplier address
6. Ordered Qty: This is the number of units we would like to order
7. Unit Of measure as per the data on the product master data
8. Expected receipt date will default to the header date: It should be changed to the
correct expected receipt date as there are reposts that run from this date.
9. Units: Enter quantity
10. Enter your Gross Price
11. Enter the required Dimensions

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  Click on Create [The Plus sign]

3.2 Amend an Order

User can amend an order and click the Save icon

3.3 Close an Order

To close an order click on the Close Order sign

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3.4 Re-open an Order

To Re-open an order navigate to:

Purchasing> Orders> Close and Open orders

 Enter the relevant Parameters such as

1) Order site: Site which closed order has been placed
2) Order date: date of order
3) Order Number: Order number of a specific order or a range of order you
would like to reopen or close
4) Order Process: There are options to bring Up
a. Open orders: if you want to close open orders
b. Closed orders: If you want to open closed orders
c. All: if you want to bring up both open and closed orders.

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  Click OK

1) Chose the required processing to open or close an order

a. Cancel: to re-open a closed order
b. Close: to close an open order
c. None: to neither close nor open an order
 Click OK

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3.5 Print Purchase Order

 To Print the Purchase order navigate to :

1. print icon located on the right of the PO screen.
2. Click on the Record option
3. Choose the SM_PO_MC or relevant report

1) The details of the Order will auto populate on the report printing screen
2) The destination will default to PDF. You can change it to excel
3) Click on print

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 The system will download your report
1) Click on the download button to download your PO
2) After download is complete, click on Open or Save
3) Click on the delete icon to remove the print screen


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 To view the progress on the PO
1. Click on the three dots icon at the top right of the purchase order screen
2. Choose the Order Status Icon

 You can also add text on the header and footer of the Order
1. Click on the three dots icon at the top right of the purchase order screen
2. Choose the Header or Footer text Icon

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4 Purchase Receipts

4.1 Create a Purchase receipt

To create a Purchase Receipt navigate to:

Purchasing > Receipts > Receipts

1. Select the relevant transaction selection

1.Click on new [The plus sign].

2. Enter the site : Same as the order site
3. Enter or search for the Supplier Code

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 On the left list click on the Purchase Order Selection screen
1. Based on the supplier selection in the previous step the Purchase Orders will
be displayed for that supplier.
2.Click on the radio Button next to the order number should you wish to receipt
the whole order
Click on the radio button next to the specific line under the order number should
you wish to receipt a specific line of an order
3.The details or the order will auto populate into the receipt lines

 Click on Create [The Plus sign]

Notes:

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5 Invoices

5.1 Create a Purchase Invoice

To create a Purchase Invoice navigate to:

Purchasing > Invoices > Invoices

5.2 Standard Invoices

 To create a new invoice,

1. On the left list all previously entered invoices will be shown
2. click New [The plus sign]button

3. Enter the Site

4. Document type (depending on the type of invoice you are creating)
5. Accounting date
6. Supplier code.
7. Entry Number: This will auto create after clicking create.

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 Management Tab

 Ensure the Accounting date is the same as the document date.

 Enter the Supplier invoice number in the “Supplier Doc No.” field.
 Based on the supplier selected
1. Under Receipt Selection on the left list will display the documents for that
supplier only which are available for invoicing.
 Click on the Receipt Selection tab in the left list.
 Click on the Receipt or part of a Receipt to create an invoice for.
 Ensure the amounts on the line tab are correct. The dimension would have pulled
through as per Receipt
 Enter the invoice amount excl. VAT (Invoice – Tax) and the VAT amount (Invoice
Tax).

Note: as you capture these values, use your Tab key on the keyboard to affect the
change. i.e. Type in the “Tax total” then “tab” on your keyboard.

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 1.Click on Create (right menu).
2.The invoice will have to be posted before it affects the balance of the supplier.
Click on the Post button to post the invoice.

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5.3 Additional Invoices

 Select invoice type “ICV – Additional Invoice”.

 Follow the same steps as indicated in 7.1 – Standard Invoices

1. On the Lines TAB, select invoice as the source

1.Select the relevant original invoice number that this complimentary invoice relates
to.
2.Select the Line as that of the original invoice

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  Enter the line amount - tax
 Click Create [The right sign]

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6 Invoice Validation [Mass posting of Purchase Invoices]
Purchasing > Invoices > Invoice Validation

Upon entering the following screen is shown:

 Validation can be done by company, site, and document type. Further criteria such
as a specific date or document number can be entered. Please be careful as you can
by mistake post another user’s documents.
 When the selection is made click on OK.
 A log screen of all validations done will appear. Please ensure there are no errors
and that a Journal Creation message is displayed.
 Click on End

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7 Credit Note

7.1 Credit an Invoice

Purchasing > Invoices > Invoices

Select the relevant credit note transaction screen

 1.On the left list all previously entered Invoices and credit notes will be shown

 To create a new Credit Note,

1. On the left list, there will be listed all credit notes created
2. click New [The plus sign]

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 3. Enter the Site
4. Document type (CRN)
5. Accounting date
6. Supplier code.
7. Entry Number: This will auto create after clicking create.

 Based on the supplier selected,

1. Under Invoice Selection on the left list will display the invoice to credit
 Click on the Invoice or part of a Invoice which you wish to credit.
 Ensure the amounts on the line tab are correct.
 The dimension would have pulled through as per Invoice

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 Click on Create (right menu).
 The Credit Note will have to be posted before it affects the balance of the supplier.
 Click on the Post button to post the invoice.

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7 Purchase Returns
Purchasing > Returns > Purchase return

 Select the relevant transaction selection

 To create a new return

1. Click on New [ The Plus sign]

2. Enter the Site

3. Enter the Return Date
4. Enter or search for the Supplier code

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 On the left list under Receipt Selection:
1. Based on the supplier selection in the previous step the Purchase Receipts will
be displayed for that supplier.
2. Click on the radio Button next to the Receipt number should you wish to return
the whole order
3. Click on the radio button next to the specific line under the Receipt number
should you wish to return a specific line of an order

 The details or the receipt will auto populate into the receipt lines

 If a credit note is expected for the return, select “Yes” in the “Gen. Credit memo” field.
 If the Order should be reinstated,
1. Select YES under the reinstate order line

 Click Create [The Correct sign]

 To Post/Validate the Return click on the Validation button on the right of the screen.

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8 Return Validation
Purchasing > Returns > Return Validation

 Note that the return can also be validated on the “returns” screen by clicking on the
Validation button.
Put in a selection criteria
1. Return number
2. Return site’
3. Return Date
4. Click OK

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9 Enquiries
With these functions a list of orders, receipts, invoices, returns etc. can be seen. Only
two enquiries are shown in this manual (the functionality of the other enquiries are
similar).

9.1 Order Inquires

To View all Order inquires

Purchasing > Inquiries > Orders>List of orders

 Enter Parameters for information you require to view

1. Company code’
2. Site code
3. From to which supplier: Enter or search for the supplier code. You don’t have to
enter an supplier number to view all orders
4. From to Order number: Enter the start and end order number. You don’t have to
enter an order number to view all orders
5. Enter the start and end date of the orders
6. Tick the order status you would like to inquire on
7. Tick the order signature status you would like to enquire on
8. After clicking search, all details will appear on the line details

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  Click Search

 To export to excel click on Export to Excel on the right list

1. Choose which option of excel to export to: CSV or normal excel
2. The system will download the excel for you.

9.2 Receipt Inquires

To View all Receipt inquires

Purchasing > inquiries > Receipts > List of receipts

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  Enter Parameters for information you require to view
1. Company code’
2. Site code
3. From to which supplier: Enter or search for the supplier code. You don’t
have to enter and supplier number to view all orders
4. From to Order number: Enter the start and end order number. You don’t
have to enter an order number to view all orders
5. Enter the start and end date of the orders
6. Tick the order status and signature status you would like to inquire on
7. After clicking search, all details will appear on the line details

 Click Search

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  To export to excel click on Export to Excel on the right list
1. Choose which option of excel to export to: CSV or normal excel
2. The system will download the excel for you.

9.3 Invoice Inquires

Purchasing > inquiries > Receipts > List of receipts

1. Company: Company which transactions have been processed

2.Site: Site which transactions have been processed at
3. From/ To Supplier: Enter or search for the supplier code. You don’t have to enter and
supplier number to view all invoices
4.From/to Invoice number: Enter the start and end invoice number in a chronological
order.
5.From to Project: Project code linked to invoice
6.Enter the start and end date of the Invoices
7.Tick the invoice box to search for invoices
8.Tick the Credit Noted to search for credit note

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 9.Tick Posted to view invoices and credit notes posted to the GL
10. Tick Not Validate to view invoices and credit notes not posted to the GL
11.Click search, all details will appear on the line details

9.4 Reprint of forms

Reports > Prints / Group > Purchasing > External Documents

Here you can select the reports or forms you which to print OR reprint e.g.: for reprinting
a PO you would select “Purchase External Documents” and select “ Purchase Order”.

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 In every report screen,
1. enter the parameters
2. Enter the destinations
3. Click print to print the reports

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10 Reports
Reports > Prints/group > Purchasing > Lists

 User can print which includes lists of transaction as they exists in the various
functions
 On the left list search for the report using either the report code or description

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  Enter the report Parameters
 Choose the report destination:
1. PDF= Preview
2. Excel =Excel

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  On the Far Right click on the Print Icon

 Click on the Download icon after the report has downloaded

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