Restriction on Purchase Invoice creation

By | December 28, 2020

As per the standard functionality of Sage X3, if the user is entering same Supplier Document No in new Purchase Invoice entry which is already entered or used in the existing invoice entry then user gets a warning message popup that “Reference entered on Invoice(Invoice No)” as shown in the below screenshot. But after clicking on “Ok or Cancel” it allows user to create Invoice with the same document number. That means it is just a warning message and it depends on the user if he wants to continue with the same document no or different document no.

New Stuff: How to Align Lot numbers with Purchase receipts numbers

[Warning Message]
[Warning Message]

Recently one of our client came up with the requirement in which he wanted to restrict purchase invoice creation if the combination of Supplier Document No, Suppler Invoice Date and Amount i.e. (Invoice-tax) is repeated for the same Supplier. For this purpose, we did a customization in such a way that it will not allow you to create new Purchase Invoice entry if combination of the mentioned three fields is already used for some other invoice for the same supplier.

For Example – In the below screenshot you can see in Invoice No – 1012011INVBS0047, for Supplier – V00010, Supplier Document No is SD001, Date is 11/26/20 and Amount is 1100.

[Purchase Invoice Entry: 1012011INVBS0047]
[Purchase Invoice Entry: 1012011INVBS0047]

Now, when you try to create new invoice for the same supplier “V00010” with the same Supplier Document No – “SD001”, Date – “11/26/20” and Amount 1100 then it will give you an error that “Supplier Document Number, Supplier Inv Date and Amount already exist for Invoice No: 1012011INVBS0047” as shown in the below screenshot.

[Error on Purchase Invoice Screen]
[Error on Purchase Invoice Screen]

It will not allow you to create invoice with the same combination. At least one of those three fields should be different. This customization will work only for the same supplier. If supplier is different and this combination is repeated then Invoice will be created without any error.

Hence with the help of this customization, Purchase Invoice creation will be restricted if the combination of Supplier Document No, Supplier Invoice Date and Amount (Invoice-tax) is repeated for the same Supplier.

About Us

Greytrix – a globally recognized and one of the oldest Sage Development Partners is a one-stop solution provider for Sage ERP and Sage CRM organizational needs. Being acknowledged and rewarded for multi-man years of experience, we bring complete end-to-end assistance for your technical consultations, product customizations, data migration, system integrations, third-party add-on development, and implementation competence. 

Greytrix caters to a wide range of Sage X3, a Sage Business Cloud Solution, offerings. Our unique GUMU™ integrations include Sage X3 for Sage, Dynamics 365 CRM, and Magento eCommerce along with Implementation and Technical Support worldwide for Sage X3. Currently we are Sage X3 Implementation Partner in East Africa, Middle East, Australia, Asia, US, UK. We also offer best-in-class Sage X3 customization and development services, integrated applications such as POS | WMS | Payment Gateway | Shipping System | Business Intelligence | eCommerce and have developed add-ons such as Catch – Weight  and Letter of Credit and India Legislation for Sage X3 to Sage business partners, end users and Sage PSG worldwide. Greytrix Sales Commission App for Sage X3 simplifies commission calculations and postings on sales transactions.

The GUMU™ Cloud framework by Greytrix forms the backbone of cloud integrations that are managed in real-time for the processing and execution of application programs at the click of a button.

Greytrix is a recognized Sage champion ISV Partner for GUMU™ Sage X3 – Sage CRM integration also listed on Sage Marketplace; GUMU™ integration for Sage X3 – Salesforce is a 5-star rated app listed on Salesforce AppExchange and GUMU™ integration for Dynamics 365 CRM – Sage ERP listed on Microsoft AppSource.

For more information on Sage X3 Integration and Services, please contact us at, We would like to hear from you.