Documentation/ ERP integrations/ Sage X3
Supplier invoices and journal entries straight into Sage X3
Dijit.app reads a supplier invoice and records it in Sage X3 as a purchase invoice or as a journal entry, by whichever route your ERP accepts for writing into those modules: the same import templates your team would use. The document ends up posted exactly as if a person had keyed it.
Invoice or entry, your choice
Each customer decides what their Sage receives: the complete purchase invoice, or the journal entry. Never both for the same document.
It respects your templates
Documents go in through your installation's import template, with the same validation and the same defaults.
It does not duplicate invoices
Before sending anything, it checks whether that supplier's invoice is already recorded.
It looks after your licence
The Sage X3 licence is measured by volume of data, not by number of calls. The integration watches the usage and warns before it runs out.
On this page
What it does
What the integration does
Finding suppliers and items
The supplier, the items and the nominal accounts are matched with their real codes in Sage X3 before anything is sent. The integration never creates or changes those masters: they are always the ERP's.
Item lines or account lines
A line can carry an item from the catalogue, or go straight to an expense account, according to what the document carries.
Matching against the purchase order
Where the invoice refers to an order, it can be matched against it to check that what is being recorded matches what was ordered.
Entries that balance
A journal entry whose debits and credits do not agree is not sent: it stops and reports the imbalance.
Temporary entries by default
Entries are created as temporary unless you ask otherwise, so a mistaken sending can be corrected in Sage before it is made final.
Duplicate protection
Before writing, it looks for that same invoice from that same supplier in Sage. If it is already there, it is not sent again.
Works with or without internet access
If your Sage X3 is in the cloud or published, the integration connects directly. If it lives on your own server with no route out, it is installed alongside it.
Sage's number comes back linked
The invoice or entry number Sage X3 assigns is stored with the document in Dijit.app, so the two stay linked.
Invoice or entry
Invoice or entry, never both
Each customer sets what their Sage X3 receives for a given document type: the complete purchase invoice, with its header and lines, or the journal entry already balanced. Never both at once, because Sage X3 generates its own entry as soon as it posts an invoice, and sending both would record the same purchase twice.
Every document ends up recorded in Sage exactly as a person would have written it, or stops with a specific reason.
How it connects
How it connects
Reading suppliers, items, accounts and purchase orders is done against the Sage X3 application itself, to match the document's data with the ERP's. Writing goes through the invoice or journal import template your installation already has set up: the same one anybody on the team would use to enter a document by hand.
Access and security
- Credentials of its own per customer. Each installation connects with its own service user; credentials are never shared between customers.
- Masters untouched. The access only reads what it needs to match data and writes documents; it creates and changes no suppliers, items or accounts.
- Ready for closed installations. Where the customer's Sage has no route out to the internet, the connection is made from inside their own network.
- Configuration per customer, not in the code. Company, site, templates and credentials are agreed per installation during the roll-out.
Duplicates
How it avoids duplicates
Sage X3 numbers documents itself and does not allow a number to be reserved in advance, so the only reliable way of recognising an invoice already recorded is its supplier together with the document number that supplier gave it.
Before sending, the integration looks that pair up in Sage X3. If it is already there, it sends nothing and takes the number Sage has already assigned as good. If it cannot check because of a connection problem, it does not send either: not knowing whether there is a duplicate is not the same as knowing there is not, and recording the same invoice twice is an accounting problem.
After a successful sending, the integration queries Sage X3 again to read the number it has just assigned and stores it with the document in Dijit.app.
Licence
The licence is measured by volume
Unlike other ERPs, the Sage X3 licence does not limit how many calls are made but how much data passes through its services: it is measured in megabytes within a period, and that limit depends on each customer's contract with Sage.
| Situation | What happens |
|---|---|
| Normal usage | Everything runs at its usual speed. |
| Near the limit | The integration warns you so something can be done before the ceiling. |
| Limit exceeded | Sage X3 starts answering more slowly and, if it goes on, stops answering. |
Each customer's limit is not public. It has to be asked of the Sage account manager who looks after you. Without that figure, the integration can only measure usage, not warn with any margin before the limit.
Going live
Going live
Going live depends on your Sage partner confirming and switching on a few pieces which, if missing, give no visible error: nothing simply arrives.
- 01The import service enabled on your installation, with the communication channel open towards wherever Dijit.app runs.
- 02A service user with permission to create purchase invoices or entries, according to what your company is going to receive.
- 03Company and site identified, the ones the documents recorded should belong to.
- 04The import templates confirmed with your Sage partner: the purchase invoice one, or the journal one, or both.
- 05Suppliers and items with the right code in Sage X3, so that matching works first time.
- 06Your licence's data allowance, asked of your Sage account manager, so that usage warnings have real margin.
- 07A trial in a test environment before switching the real company on, checking the result inside the Sage application itself.
Scope
What it does today and what it does not
What it covers
- Creates complete purchase invoices, with header and lines.
- Creates balanced journal entries, temporary by default.
- Looks up suppliers, items, accounts and orders to match data before sending.
- Checks for duplicates by supplier and document number before anything is recorded.
- Fits installations in the cloud or on the customer's server.
What it does not do
- It creates and changes no suppliers, items or accounts: they are always Sage X3's.
- It does not send the invoice and its entry together: that would post the same purchase twice.
- It does not create purchase orders or handle their life cycle.
- It does not record goods receipts: only invoices and entries.