Sage 300 and Jira integration

What moves between them

Vendor invoices and purchase order receipts flow from Sage 300 into Jira on a scheduled poll. APInvoiceBatches from Sage 300 map to Jira Issues with custom fields storing the vendor name, invoice number, amount, and due date. POReceipts create a separate Issue type linked back to the purchase order Issue, with status transitions in Jira triggering Sage 300 approval workflows if configured. The GL impact is tracked as a comment thread on the Issue so teams see the full financial picture without leaving Jira.

How ml-connector handles it

ml-connector maintains two credential sets: HTTP Basic for Sage 300 (converting credentials to uppercase per API requirement) and OAuth 2.0 for Jira (refreshing the bearer token before expiry). On the Sage 300 side it polls APInvoiceBatches, APVendors, and POReceipts on a cadence you define, filtering by document date to avoid redundant re-reads. It maps vendor records to Jira custom fields, then creates or updates the Issue based on the invoice number as a unique key. Jira webhooks can push back to Sage 300 if a workflow transition is set to trigger an AP payment batch, though signature verification via HMAC-SHA256 is mandatory. Because Jira custom field IDs are instance-specific, ml-connector requires configuration of the field IDs per deployment rather than assuming a standard layout. Every record carries a full audit trail so an interrupted sync can resume without data loss.

A real-world example

A mid-sized professional services firm uses Sage 300 for accounts payable and Jira for project tracking. Before integration, project managers had no visibility into which vendor invoices were outstanding, and finance staff had no way to tie invoices back to the projects they funded. With Sage 300 and Jira connected, each new vendor invoice appears as a Jira Issue automatically, assigned to the project team that created the purchase order. Teams can add comments, set priority, and update status; when an invoice is marked paid in Jira, ml-connector can trigger the payment batch in Sage 300. Month-end reconciliation is faster because the project view already contains all invoice detail.

What you can do

• •Poll Sage 300 for vendor invoices and purchase order receipts on a schedule, and create or update matching Jira Issues with invoice details in custom fields.
• •Authenticate Sage 300 with HTTP Basic credentials (handling uppercase requirement) and Jira with OAuth 2.0 token refresh.
• •Map vendor master data from Sage 300 to Jira Issues, linking related purchase orders so teams see the full procurement chain.
• •Receive Jira workflow events via webhooks and trigger corresponding approval or payment actions in Sage 300 AP batches.
• •Track every record with full audit trail so polling can resume cleanly and no invoice falls out of sync.

Questions

How does the integration handle Sage 300 being on-premise and not cloud-hosted?

ml-connector connects directly to the customer-exposed Sage 300 IIS server over HTTPS using the full URL provided at setup time. Sage 300 API credentials are stored encrypted and used with every request. The integration polls Sage 300 on a schedule rather than waiting for a webhook, since Sage 300 has no push notification system.

Does Jira need to be configured to receive invoice data, and where does the data live?

Yes. Custom fields must be created in Jira to hold the invoice number, vendor name, amount, and due date before sync begins, because Jira has no native invoice entity. ml-connector maps each field to your instance IDs and stores the mapping in its configuration so the same Issue template works across syncs.

What happens if an invoice is updated in Sage 300 after it has already become a Jira Issue?

ml-connector uses the invoice number as the unique key, so it finds the existing Issue and updates its custom fields (amount, due date, status) with the latest data from Sage 300. The Issue's audit trail and comments are preserved, and ml-connector tracks the update timestamp so no duplicate Issues are created.