Automating PO Pricing in Sage X3

Managing accurate pricing in purchase transactions is essential for maintaining cost control and consistency. In Sage X3, the Price List functionality allows businesses to automate pricing in Purchase Orders based on predefined conditions. One of the most useful features is the ability to define prices based on a Supplier–Product combination, ensuring that the correct gross price is automatically applied during Purchase Order entry.

In this blog, we’ll walk through how to maintain supplier-specific price lists and how they influence the gross price in Purchase Orders.
In Sage X3, price lists can be configured to apply under different conditions. For purchasing, the T20 Supplier/Product Price List is specifically designed to handle pricing based on a combination of supplier and product.

This reduces manual intervention and minimizes pricing errors.

To maintain these price lists, follow the navigation path below:

Path:
Go To → Purchasing → Price Lists → Price List Entry
Within this section, select the T20 Supplier/Product Price List type.

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[Fig 1. Purchase Price List]

To better understand how the Supplier–Product Price List works in Sage X3, let’s look at a practical example.

In the Price List Entry screen, we have selected:
•Supplier: SCP0093
•Product: FG-BLOWER-0001
•Gross Price: 1200

Now, when we create a Purchase Order using the same Supplier (SCP0093) and Product (FG-BLOWER-0001), the system automatically retrieves the predefined price from the price list. As a result, the gross price of 1200 is directly populated in the Purchase Order line.

This confirms that the pricing is successfully flowing from the price list into the transaction without requiring manual entry. Refer Fig. 2.

[Fig 2. Purchase Order – 1]

Condition 1: Price Derivation from Last Purchase Order

In scenarios where a Supplier–Product price combination is not maintained in the T20 Supplier/Product Price List, Sage X3 provides a fallback mechanism to ensure that pricing is still populated in the Purchase Order.

Under this condition, the system automatically retrieves the gross price from the most recent Purchase Order created for the same:
•Supplier
•Product

This helps maintain continuity in pricing and reduces the need for manual data entry, especially when price list records are not available.

[Fig 3. Purchase Order – 2]

Example for Condition 1: Using Last Purchase Order Price

As shown in Fig. 3, we have created a Purchase Order for the first time with the following details:
•Product: FG-BLOWER-0002
•Supplier: SCP0093
•Gross Price Entered: 100

Since this is the first transaction for this Supplier–Product combination and no price list entry exists, the user has manually entered the price.

Creating a Subsequent Purchase Order

Now, when we create another Purchase Order using the same Product (FG-BLOWER-0002) and Supplier (SCP0093), the system will automatically pick the gross price from the last Purchase Order, which is 100, and populate it in the new transaction.

[Fig 4. Purchase Order – 3]

As shown in Fig. 4, for the product FG-BLOWER-0002, the gross price 100 is automatically populated in the Purchase Order.

This happens because the system identifies that the same Supplier–Product combination was used in a previous Purchase Order, where the price 100 was entered. Since no price list entry exists for this combination, Sage X3 retrieves the price from the last transaction and applies it to the current Purchase Order.

Condition 2: No Price List and No Previous Purchase Order

In this scenario, when a Supplier–Product combination is neither maintained in the T20 Supplier/Product Price List nor exists in any previous Purchase Order, the system is unable to derive a price automatically.

Example:

As shown in Fig. 4, in the second line:
•Product: FG-BLOWER-0003
•This product is not available in the price list.
•There is also no previous Purchase Order for this Supplier–Product combination.

Therefore, the system does not fetch any price, and we have manually entered the price for this product.

Overall, this layered pricing approach helps organizations streamline their purchasing process, minimize errors, and maintain better control over procurement costs while still providing the flexibility to handle exceptions when needed.