Axya integrates with Sage X3 v12.x for bidirectional purchase order synchronization. A lightweight on-premise middleware handles reliable data exchange between Sage X3 and Axya.
| Aspect | Details |
|---|---|
| Type | Partner-Delivered Integration |
| Architecture | On-premise middleware |
| Deployment | Windows service on customer VM |
| Sync Frequency | Every 3 minutes |
| Direction | Bidirectional |
The PO flow begins in Sage X3 where you select "Send to Axya" from the status dropdown on the PO form. The middleware detects the change, retrieves the PO data, generates a PDF using Sage X3's native reporting engine, and sends the package to Axya. Supplier responses are written back to Sage X3 automatically, and POs are archived when all lines are received.
Step-by-step guide: Sage X3 Integration with Axya for the PO Module
The integration requires a custom status field on the PO form with the following dropdown values:
| Status Value | Description |
|---|---|
| Send to Axya | Publishes the PO to Axya and immediately sends it to the vendor |
| Send Revision | Pushes a revised version of an existing PO when a line is added/removed or a quantity/price change is made |
| Send as Draft | Sends the PO to Axya as a draft, allowing the buyer to add documents or attachments before manually sending from Axya |
| Successfully Sent | Feedback: PO was created and transmitted correctly |
| Failed to Send | Feedback: Typically caused by a missing Supplier ID or Buyer ID in Axya |
| Acknowledged on Axya | Indicates the vendor confirmed the order in Axya and the confirmation synced back to Sage X3 |
All customizations are protected by an activity code, ensuring they survive standard Sage X3 upgrades.
Axya provides a detailed step-by-step configuration guide covering the required setup.
| Resource | Minimum | Recommended |
|---|---|---|
| OS | Windows Server | Windows Server |
| RAM | 8 GB | 16 GB |
| Disk | 40 GB | 80 GB |
| CPU | 2 vCPU | 4 vCPU |
Before sending POs through the integration, ensure the following are in place:
Important: If either the Supplier ID or Buyer ID is missing in Axya, the integration will fail for that PO. The status will change to "Failed to Send" and an email notification will be sent to the administrator.
When sending a PO to Axya for the first time:
For subsequent revisions, the PDF is generated automatically without requiring a manual print step.
When the vendor acknowledges the PO in Axya, the following fields are updated on each PO line in Sage X3:
These fields are essential for tracking first commitment dates and on-time delivery metrics.
The integration uses two date fields to track delivery commitments:
When a supplier proposes a quantity or unit price change:
Note: Date-only changes do not trigger a revision but still update Sage X3.
Buyers can push changes directly from Sage X3:
As goods are received in Sage X3:
To properly notify the vendor when cancelling a PO:
Warning: If the PO is cancelled only in Sage X3 without cancelling in Axya first, the vendor will not be notified.
If a sync fails, the integration handles it as follows:
| Scenario | Behavior |
|---|---|
| Missing Vendor or Buyer ID | PO status changes to "Failed to Send" and an email notification is sent |
| PO open in Sage during sync | The middleware retries up to 200 times over approximately 10 hours |
| Retries exhausted | Manual intervention required — close the PO in Sage and re-trigger the sync |
The integration syncs every 3 minutes. This applies to both outbound (Sage to Axya) and inbound (Axya to Sage) data flows.
For setup assistance, contact your Axya account representative.