How to Create a Complementary Invoice in Sage X3

By | November 29, 2025
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A Complementary Invoice in Sage X3 allows users to apply additional charges or costs to an existing Supplier Invoice. These could include tariffs, freight, or third-party service charges that need to be absorbed into inventory valuation, especially when using FIFO or Average Cost methods.

Introduction
In this guide, we will demonstrate how to create a Complementary Invoice in Sage X3. As an example, we will record freight costs paid to UPS and absorb these costs into the related Purchase Receipt and Purchase Invoice.

Step 1: Create a New Purchase Invoice

  1. Navigate to: Purchasing → Invoices → Invoices.
  2. Click New to create a new purchase invoice entry. This will open a blank invoice screen.
  3. Enter supplier and accounting details as shown in the figure below.

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Fig 1 – Purchase Invoice Screen
Fig 1 – Purchase Invoice Screen

Invoice Type: Select ‘ICV’ (Invoice – Credit Vendor). This type is used for recording supplier credits or vendor-related adjustments.
Accounting Date: Enter the appropriate date; it determines the posting period in the General Ledger.
Supplier: Choose the supplier from the list.

Step 2: Pre-load Invoice Lines

On the Lines tab, click the Action box and select ‘Pre-loading the Lines’. This will automatically load the details from the related Purchase Invoice or Purchase Receipt.

Fig 2 – Purchase Invoice Screen detail line
Fig 2 – Purchase Invoice Screen detail line

Step 3: Apply the Additional Amount

  1. Select Amount pro rata and enter the additional cost to be absorbed.
  2. Check the box New Cost.
  3. In this example, we add $50.00 as freight paid to UPS.
    Sage X3 will automatically prorate this cost across the items of the original invoice, updating their landed cost values accordingly.
Fig 3 – Picking Additional Invoice Screen
Fig 3 – Picking Additional Invoice Screen

Step 4: Post the Complementary Invoice

Once all details have been entered, click Post to finalize the complementary invoice. The additional cost will now be distributed to the related items, adjusting their valuation accordingly.

Conclusion
By following these steps, you can easily create and post a Complementary Invoice in Sage X3. This process ensures accurate cost allocation and proper inventory valuation for your organization.