Bank Posting Email Automation in Sage X3

In Sage X3, bank entries are typically posted using the Bank Posting screen available in the AP/AR Accounting module. This process allows finance teams to record supplier payments, receipts, and other bank-related transactions efficiently.

In one of our client implementations, a requirement arose where email notifications needed to be automatically sent to suppliers whenever multiple bank entries were posted at once. This was particularly useful for informing suppliers about payments processed in bulk.

In this blog, we will walk through how this functionality works and how the system triggers emails for suppliers during bank posting.

Creating a Bank Entry
To demonstrate this functionality, we first create a new bank entry using the Bank Posting screen.

For this example:
Bank Entry Number: 10126BNK00122
Entry Batch: ADMIN2603101000011

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[Fig 1. Bank Entry 1]

Creating Multiple Bank Entries in the Same Batch
To further demonstrate the functionality, we create another bank entry using the same Bank Posting screen in Sage X3.

For this example:
Bank Entry Number: 10126BNK00123
Entry Batch: ADMIN2603101000011

Using the same batch for multiple bank entries is common when finance teams process several supplier payments simultaneously. Instead of handling each transaction individually, the system allows users to post them together in one batch for efficiency.

Once the batch contains multiple bank entries linked to different suppliers, the customized functionality comes into play. When the batch is validated or posted, the system identifies all supplier-related transactions within the batch and prepares the corresponding email notifications.

[Fig 2. Bank Entry 2]

Posting Bank Entries Using the Bank Posting Screen
Before posting the bank entries, it is important to ensure that the supplier’s email address is correctly maintained in the Supplier Master. In our case, we have already configured valid email IDs in the Address tab of the Supplier Master in Sage X3. This email address will be used by the system to send payment notifications to the respective suppliers.

Once the supplier information is verified, we proceed to the Bank Posting screen to post the entries created earlier.

As shown in the screenshot below, the following parameters are selected:
• Company: Selected as per the company for which the transactions were recorded
• Transaction Type: BNK
• Entry Batch: ADMIN2603101000011

The Entry Batch value is the same for both bank entries (10126BNK00122 and 10126BNK00123). By entering this batch number, the system retrieves all the bank entries associated with that batch.

After confirming the details, the user can proceed with the bank posting process. During this step, the system processes all the entries within the batch and executes the customized logic that triggers email notifications to the respective suppliers.

[Fig 3. Bank posting]

This ensures that once the bank entries are posted successfully, suppliers automatically receive an email containing their payment information.

[Fig 4. Email notification]

Email Notifications Sent to Suppliers
After completing the bank posting process in Sage X3, the system automatically triggers email notifications to the respective suppliers.

As shown in the screenshot above, two emails were successfully received, corresponding to the two bank entries that were posted:
10126BNK00122
10126BNK00123

Each email contains the entry number related to the payment transaction. Additionally, the voucher document for the specific bank entry is attached to the email, allowing suppliers to view the detailed payment information directly.

Because both entries belong to the same batch (ADMIN2603101000011), the system processes them together during bank posting and generates separate email notifications for each supplier involved in the transactions.

This automation ensures that suppliers receive immediate confirmation of their payments along with the corresponding voucher, improving communication and reducing the need for manual follow-ups.
Overall, this enhancement helps streamline the accounts payable payment notification process, making financial operations more efficient and reliable.