Invoice Entry screen showing error duplicate invoice

Stop Posting of Duplicate Invoices

How can you do this automatically in Sage 300?

How much time is wasted by your staff dealing with duplicate payments?

Managers get upset as their budgets are hit with costs that can hang around until funds are recovered. Your staff are embarrassed about having to recover funds from suppliers. Then there is the time taken by your staff in dealing with this issue.

Sage 300 prevent users from entering the same invoice number for the same supplier. However numbers may look the same but are different. For example 000123 is not the same as 123.

First, have all staff trained in entering invoice numbers exactly as they appear on the invoice, including leading zero’s, hyphens prefixes such as ‘IN’. This will allow Sage 300 to correctly identify matching invoice numbers.

Then Sage will alert your staff to already entered invoice. You can also have alerts for invoices with the same date and or the same amount.

If you want help implementing these controls don’t hesitate to contact us.

Invoice foooter showing pay now button

Sage 300 2021

Updated visual process flows

Sage have redesigned Visual Process Flows so they no longer require Adobe Flash and in 2021 they are not editable.

Accept payments through online providers

You can now accept payments from your customers through online payment service providers such as PayPal and Stripe. Invoices can include a Pay Now button.

Withholding taxes for sales

In Tax Services, in addition to withholding taxes for purchases, you can now set up withholding taxes for sales.

Use longer numbers for checks and deposit slips

You can now enter check numbers and deposit slip numbers that are up to fifteen characters long.

Specify customer account sets in O/E templates

You can now specify customer account sets in Order Entry templates.

To find out more about these features or to plan an upgrade just contact us.

Customer screen showing multiple contacts

Sage 300 2020

Multiple contacts for customers and vendors

You can now set up multiple contacts for customers and vendors. If you have integrated Sage 300 with Microsoft Office 365 or with Sage CRM, the new contacts are supported in the Sage Contact app for Outlook 365 and in Sage CRM.

Improved help

We’ve updated Sage 300 help to make it easier for you to find important information and instructions. Also, you can now use internet search engines to find information in the help.

Use online bank feeds to reconcile bank accounts

Bank feeds make it fast and easy to get transactions from your bank, and they’re supported by most major banks.

General Ledger integration with Tax Services

Integrating General Ledger and Tax Services allows you to enter tax amounts in G/L journal entries.

Tolerances on Purchasing Workflow Receipt Entry

Added the ability to have a tolerance percentage applied to Receipt Entry.

Purchasing Workflow PO Change Orders

Added a new screen, PW PO Change Orders. This screen allows users to process a PO change order on an already approved PO. The original PO is closed.

To find out more about these features or to plan an upgrade just contact us.

Global Search screen shot

Sage 300 2019

Global Search

Type a name, description, number, or code in Global Search to quickly find transactions or records in your database. You can search for people, companies, transactions, accounts, and many other types of records. Now you can google your accounting system.

Support for E-Invoicing

Added support for E-Invoicing via PEPPOL (receiving) in the Document Processing Service in Payables Workflow. Allow suppliers to add invoices for you to approve, without having the enter the data, saving time and increasing accuracy.

Quick Review for Payables Workflow approval console

This screen can be opened by clicking the Quick Review button, The screen shows key information fields and the invoice side by side, saving time for more important work.

Export Declaration Number field

In Accounts Receivable and Order Entry, you can now enter export declaration numbers for individual invoice details.

Tax Reporting programs for Australia and Singapore

If you report taxes in Australia or Singapore, new programs are available to help you gather and prepare information that you need for tax reporting.

Reverse Charges

In Tax Services, you can set up reverse charges (also called customer accounting or self-assessed taxes) for purchases.

Withholding Taxes

In Tax Services, you can set up withholding taxes for purchases.

Workflow In-process Emailing

Reduce workflow approval processing time by turning off in-process emailing on the PW Options screen and use server emailing service.

Funds Availability pop-up screen

Updated the Requisition Entry and Approval Console screens to use the new pop up forms released in Funds Availability.

Multichannel Document Processing Service

Added support for multichannel Document Processing Service invoice processing.

Multiple receipts

Multiple receipts to a single Payables Workflow-Purchase Order Invoice.

To find out more about these features or to plan an upgrade just contact us.

Workflow Document Exporter

Payables Workflow has been providing control of your payment cycle by ensuring all supplier invocies are approved by managers before they are posted to Accounts Payable.

As a payment authoriser you know all the invoices are approved for payment, but you want just one last look before the payment is sent.
Maybe the second authoriser is outside the finance team and wants to know what they are approving. 

Need one last look at supplier invoices before payment?

WD Exporter

The latest update to Workflow Documents (the module that stores the documents for Payables Workflow) brings the ability to export documents in bulk into a single location. The documents can then also be reviewed by someone without access to Sage 300.

How does is work?

Accsys Consulting can provide an add on screen in Sage 300 that exports all documents for a payment batch or exports all documents for a supplier within a data range.

Save time and effort by browsing the files in the folders and previewing or opening them without having to drill down through transactions.


Users can select the folder where documents are exported and if they want a folder for each invoice or all invoices in one folder.

  • Folders are named with the Vendor Code and Document Number the exported files have the original name when attached to the Invoice for approval.
  • If all files are in a single folder the original file names are prefixed the Vendor Code and Document Number.

The exported documents will be ordered in the same order as the invoices appear for payment when using generate payments.

How do you get it

If you are on Sage 300 2019 or higher with Workflow Documents Product Update 1 Revision 1 or higher, we can install the new screen. Contact us to ask for pricing.

If you are on an eairler version of Sage 300 with Workflow Documents we can upgrade your Sage 300 to the latest verison and add the screen at the same time.

Contact Us

Either call us on 02 6282 3300 or send the form below and we will contact you.

    Dixon Advisory chooses Sage

    Dixon Advisory is one of Australia’s leading independently owned financial advisory firms. Established in 1986, the organisation spent its first 15 years developing a small but loyal client base and a solid business foundation. In early 2000 management change saw Dixon Advisory embark upon a dramatic expansion strategy built around the delivery of family and self-managed superannuation services, financial planning, property and mortgage advice, estate planning and other related services. Within 12 years the company grew from three people to more than 350 employees.

    Today, Dixon Advisory boasts a client base of more than 15,000 families with a combined asset base in excess of $4 billion. The firm has offices in Canberra, North Sydney, Melbourne and on Queensland’s Fraser Coast. Following the establishment a few years ago of a strategic property investment listed Australian company, Dixon Advisory also maintains an international office in New Jersey, USA. All offices are connected via a private network.

    Adapting to growth

    Dixon Advisory is a company of two distinct phases. There’s the pre-2000 organisation with three employees and there’s the turn-of-the century firm that has powered ahead. The earlier version required cost-effective yet professional support tools and systems suitable for a small business. Key among these were multiple Sage ACT! contact management databases and a small business finance package.

    As Dixon Advisory grew, the directors were focused on ensuring that the personalised service levels provided to clients were not diminished by a larger firm – a client today receives the exact service model they did prior to 2000 (in fact now that Dixon has established economies of scale, clients receive even more personalised attention than in the past).

    As client numbers and business complexity grew however, the small business solutions were no longer capable of meeting all of Dixon Advisory’s needs. Client relationships were the backbone of the firm’s business, yet with numerous databases, there was no easy way to achieve a single view of the customer or to quickly understand all recent interactions.

    Andrew McPhillips, Director, Chief Technology Officer at Dixon Advisory explains, “As we started to get to 100 employees we found we had multiple people dealing with a client at any point in time across different services. To avoid duplication or inconsistencies with client communication, we needed an enterprise-grade CRM [customer relationship management] solution, one that would provide a central place for all client contact information, correspondence and documentation.”

    A Sage decision

    McPhillips began researching alternative CRM solutions. Out of all the options, one solution stood out: Sage CRM. Available through the cloud or for deployment as a traditional in-house solution, Sage CRM had the capacity, document management and workflow capabilities that Dixon Advisory needed.

    “It was a good fit,” McPhillips admits. “Cloud was very new and scary at the time so we adopted the on-premise model. The ability to build in workflows was a big attraction. Plus we were at a stage where we needed to upgrade our document management system. When we looked at the Sage CRM document management functionality, we realised it could manage 95 per cent of what we needed without the need for us to invest in a separate piece of software.”

    Other draw cards included a foundation of SQL Server, a technology that was already familiar for McPhillips’ team, and a web front-end which ensured the application would be easily accessible from all offices.

    To download the success story please click here.