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Sage 100 and Sage 300 AP automation with AI agents

We build AI agents for Sage 100 and Sage 300 accounts payable. They read supplier invoices, check vendors and purchase orders, and enter AP invoices through each product's interface: the Business Object Interface or Visual Integrator for Sage 100, the Web API for Sage 300. Your AP clerk approves exceptions, and we test in a copy company first.

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Sage 100

For mid-sized distributors, manufacturers and contractors on Sage 100 or Sage 300 whose AP clerk types every invoice from a PDF.

What we automate in Sage 100 and Sage 300

The accounts payable cycle from the invoice in the inbox to the payment batch, with your team approving what matters.

  • 1

    Invoice reading and entry

    Invoices from email are read and prepared as AP invoice entries with vendor number, invoice number, dates, terms and distribution lines. A clerk sees only the ones the agent was unsure about.

  • 2

    Vendor and duplicate checks

    The vendor is found by name, tax ID and past invoices. Duplicate invoice numbers are caught before entry, which matters because the data is keyed by vendor and invoice number.

  • 3

    Purchase order comparison

    Where you use purchase order entry and receiving, the invoice is compared with the order and the receipt. A price or quantity gap goes to the buyer with both numbers shown.

  • 4

    GL distribution suggestions

    Distribution accounts are proposed from the vendor's earlier invoices. New vendors and new item types go to a person, and the choice is stored for next time.

  • 5

    Approval collection

    Where approvals happen by email, on paper or in someone's head today, the agent collects them and records who agreed before the invoice is entered.

  • 6

    Month-end checks

    Open invoices, uninvoiced receipts and aging are summarized before close, so the controller sees what is still unposted.

How one Sage 100 and Sage 300 run works

Each step is fixed logic, a model doing the reading, a call to the system, or a person on your team. You decide which steps wait for approval.

  • Capture · intake agent

    Reads the invoice from the AP mailbox

  • Vendor check · rules engine

    Finds the vendor and checks for a duplicate

  • Match · matching agent

    Compares with the PO and receipt

  • Approve · your team

    Approver agrees the amount and coding

  • Enter · sage integration

    Writes the AP invoice into the open batch

Sage AP invoice, one run

Illustrative
  1. CaptureReads the invoice from the AP mailboxIntake agent
  2. Vendor checkFinds the vendor and checks for a duplicateRules engine
  3. MatchCompares with the PO and receiptMatching agent
  4. ApproveApprover agrees the amount and codingHuman in the loop
  5. EnterWrites the AP invoice into the open batchSage integration
AP invoice entered once, matched and approved, with no re-keying

How the Sage 100 and Sage 300 integration works

We build on the interfaces the vendor documents, and we link the documentation so you can check it.

Sage 100 and Sage 300 are separate products with different interfaces, and we don't treat them as one. For Sage 100 the integration usually runs close to the installation, because BOI is a COM interface. For Sage 300 it calls a web API. Both start with a copy of your company data.

Sage's BOI FAQ says support is tied to certification and that Sage can't troubleshoot programs written by others. That puts testing on us, so we keep a replay set of your real invoices and run it again after every Sage update.

  • Sage 100 Business Object Interface

    Sage's FAQ says BOI comes with Sage 100 activation and gives skilled third-party developers access to Sage 100 programs through COM. It is the interface we use for writes that need Sage's own business logic.

  • Sage 100 Visual Integrator

    Imports and exports data as jobs, and a job can be started from outside programs through script. We use it for batch loads where your version exposes a suitable import for AP invoice entry.

  • Sage 100 ODBC

    Used for reading vendors, open invoices and history. We treat it as read-only, and writes go through BOI or Visual Integrator.

  • Sage 300 Web API

    Sage 300 has a Web API that ships with its web screens, and Sage publishes SDK material on GitHub. Which AP endpoints exist, and how they behave, depends on your release, so we confirm them in a test company before building on them.

Vendor documentation we build against

Links open the vendor's own site. Interfaces change, so we confirm current behavior in a sandbox before we build.

What we read and write in Sage 100 and Sage 300

Reading is the default. Each write has a named gate, so you can see who has to agree before anything changes.

  • Vendor

    Read to match the invoice. Created only on request.

    Gate: Approver for any new vendor

  • AP invoice entry

    Created in an open batch with distribution lines.

    Gate: Approval before entry

  • Purchase order and receipt

    Read to compare quantities and prices.

    Gate: Read only

  • General ledger accounts

    Read to propose and validate distributions.

    Gate: Read only

  • Open invoices and history

    Read for duplicate checks and aging.

    Gate: Read only

  • Payment selection

    A proposed payment list. Check runs stay in Sage.

    Gate: Payment authorizer

Controls and testing

People stay in charge of money and records. The system keeps the evidence.

  • Copy company first

    We build against a copy of your company data, replay real invoices, and compare the AP entries with those your clerk keyed. Production follows only when they match.

  • A named integration user

    The integration signs in as its own user with only the task rights it needs, so Sage's own audit fields show who entered what.

  • Batches left open

    Entries go into a batch that a person posts. The agent doesn't post, so nothing reaches the ledger without someone looking at the batch.

  • Replay after every update

    Version updates can change interface behavior. We rerun the replay set before and after, and compare results.

Where we stop, and what to expect

  • Sage 100 and Sage 300 have older, less uniform integration options than cloud ERPs. Some setups need an on-premise component or a secure network path, and we say so in the first call.
  • We haven't assumed which AP endpoints or import files exist in your release. We confirm each one in a test company before it goes in the scope.
  • If you run Sage Intacct, that is a different product with its own page. Heavily customized Sage 100 screens may need a design review first.

Questions about Sage 100 and Sage 300 automation

Can AI enter AP invoices into Sage 100?

Yes. The agent reads the invoice, checks the vendor and purchase order, gets approval and enters the invoice through BOI or a Visual Integrator job, depending on your version. A clerk reviews the batch before it posts.

Does Sage 300 have an API we can use?

Sage 300 has a Web API with its web screens. The available AP endpoints and behavior depend on your release, so we test them in a copy company before we scope the work.

Is this the same as Sage Intacct automation?

No. Sage Intacct is a cloud ERP with REST and XML APIs and has its own page. Sage 100 and Sage 300 are separate products with different interfaces.

Do we need to move to the cloud first?

No. We work with the version you run. Some setups need a small component close to the installation, and we agree where it runs with your IT team.

What happens when we upgrade Sage?

We rerun our replay set of your invoices against the new version before and after the change, and fix any difference. Sage doesn't support programs it didn't write, so we treat that testing as ours.

Solutions

End-to-end blueprints

Guides

Other ERP, accounting and spend integrations

All integrations

NetSuite, QuickBooks, Xero, Sage Intacct, Sage 100, Sage 300, SAP S/4HANA, SAP Concur, SAP Ariba, Microsoft Dynamics 365 Business Central, Workday, Oracle Fusion Cloud ERP, Coupa, Infor, Acumatica, Zoho Books, Zoho CRM, Pipedrive, HubSpot and Salesforce are trademarks of their respective owners. Scenox Studios is an independent company. Product names appear here only to describe the systems we integrate with, and no affiliation, partnership or endorsement is implied.

Tell us which Sage version you run and how invoices get keyed today.

A 30-minute call with an engineer. You will leave knowing what a system could do for that workflow and what it would take to build.

Book a strategy callor email hello@scenoxstudios.com

What happens next

  1. 1

    Strategy call

    We learn how the workflow runs today and what a good outcome would be.

  2. 2

    Workflow audit

    We map the process and measure where a system would save the most time.

  3. 3

    Proposal

    A written scope, timeline and fixed price for your first system. No obligation to build.