When a supplier calls…

The phone rings and its the supplier calling to follow up on payments or delivery details. The suppliers are typically in a hurry and referencing their own voucher or invoice number. You need to quickly research it.  Sage Business Cloud Enterprise Management (formerly Sage X3) assigns its own document numbers to the supplier’s invoices so, how can you tie the two together? Before you start madly digging through the piles of paper on your desk, let’s see what we can do within Enterprise Management.

For Purchase invoices, under Purchasing, Invoices, Invoices, we store the supplier’s invoice or voucher numbers on the Management tab in the Supplier doc no field (BPRVCR). It is mandatory to populate this field.  But, how to search for this without looking at every single invoice? Here are a couple of options:

Option 1 – Use the Advanced Search

  • In Purchasing invoices, on the right block, expand Selection section and select Advanced Selection.
  • On the Object selection screen, select BPRVCR for Field, Equal for Operators and for Values enter your supplier invoice number.
  • Click OK
  • This will return you to Invoice screen where your supplier invoice will be in the left list ready for selection.
  • Note, you can save this Advanced search as a Memo (without the Value field populated) for quick use the next time.

Option 2 – Add the Supplier doc no to the Left List’s Purchase Invoice drawer (be sure to vet thoroughly in test environment before applying to production)

  • Proceed to Development, Script Dictionary, Windows.
  • Select Window OPIH.
  • On the Browser tab, go to the PIH Object field.
  • Click Action card and select Jump to.
  • On the Selection tab, go to the Selection screen gird.
  • Add PINVOICE Table / BPRVCR Field.
  • Click Save.
  • Click Validation.
  • Close Page.
  • Save Window.
  • Click Validation.
  • Return to Purchase invoices and you can now do a Quick select on the Document field in the left list to find that supplier invoice.

For Supplier BP invoices, there is a Source document field (BRPVCR) on the Header tab under A/P-A/R accounting, Invoicing where the supplier’s invoice number can be saved. One caution is that field is not mandatory in Supplier BP invoices while it is mandatory on the Purchasing side. The data may not be there.

The same search options are available for Supplier BP invoices. Option 1 is the same including the BPRVCR for Field in the Advanced Selection.

 Option 2 – Add the Source document field to the Left List’s Supplier BP invoices drawer (be sure to vet thoroughly in test environment before applying to production)

  • Proceed to Development, Script Dictionary, Windows.
  • Select Window OBIS.
  • On the Browser tab, go to the BIS Object field.
  • Click Action card and select Jump to.
  • On the Selection tab, go to the Selection screen gird.
  • Add PINVOICE Table / BPRVCR Field.
  • Click Save.
  • Click Validation.
  • Close Page.
  • Save Window.
  • Click Validation.
  • Return to Supplier BP invoices, you can now do a Quick select on the Document field in the left list to find that supplier invoice.

Once you locate the invoice, you can check on payments from there or in the case of a purchase invoice also verify receipts and purchase orders.

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