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Importing Purchase Orders

Last updated 10/05/2021

How to import purchase orders directly into Cin7.

Overview


It is possible to import purchase orders in batches via a spreadsheet, following the instructions below.

Importing of purchase orders can only be done using the administrator account.

First you will create a template by exporting data and column headers. Once you have populated this spreadsheet with new information, you will paste the data back into Cin7 and upload it.

1 - Exporting the Template


    1. From the Left Navigation, select Purchases and then click Purchase Orders
    2. Create a dummy Purchase Order with at least one item of any kind, this will be used as a template. See Creating a Purchase Order for more information.

    3. Once created, hover over Actions and select Import Purchase Orders

    4. Copy all data under Export Results and paste it into a spreadsheet

       

2 - Importing Purchase Orders


In order to avoid strain on the system, import orders in batches of around 500 rows or fewer.
  1. Fill out your spreadsheet using the dummy Purchase Order you created as a guideline. A full explanation of the fields can be found below.
  2. Once you have completed your spreadsheet, copy all cells and paste them into the Import Data box. Before proceeding with the import it is best to test it first. Select Test Mode from the drop-down menu and then click Import Purchase Orders
  3. If you receive a 'success' message, change the drop-down from Test Mode to Live Mode and click Import Purchase Orders. This will import the Purchase Orders.
  4. If you receive an error, you will have to amend your spreadsheet before retrying the import. Please refer to any error messages resulting from the test.

FAQs

Is it possible to import custom fields?

Yes - though these will have to be added to the template by the support team - send them a request to set this up.

Can you import Fully Received dates?

It's not possible to import Fully Received Dates - you will have to manually receive each order

Do you have any tips for importing?

There are a few things we'd recommend:

  • Import one order first to make sure you have got all the fields in the right place.
  • Don't feel obliged to fill out all the fields in the spreadsheet; you can always manually enter additional details afterwards.
  • Totals recalculate on saving an order, so there is no need to calculate totals in the spreadsheet
  • Import in batches of 500 rows or so - the system may struggle to import thousands of rows at a time.
  • If you receive an error when testing an import, don't panic! Read the error description - it should explain how to fix it. If you don't understand an error, just ask the support team.

Explanation of Fields


Where fields are the same for the whole order, each row should repeat the same data.

Field Explanation
Integration Contact Ref System Field - leave blank
Order Ref Order Ref is the Purchase Order reference number. Each row must have an Order Ref. If adjacent line items have the same Order ref they will be treated as the same Purchase Order. Cin7 will create a new Purchase Order for each new Purchase Order Ref number. Please note, Purchase Order reference numbers must be preceded by 'PO-' in Cin7. i.e. 'PO-1234'.
First Name Supplier First Name
Last Name Supplier Last Name
Company Supplier Company Name. This must match the supplier contact in the CRM exactly.
Phone Supplier Phone number
Mobile Supplier Mobile number
Fax Supplier Fax number
Email Supplier Email address
Payment Type Supplier Payment Terms - must match terms exactly
Delivery First Name The address of your branch
Delivery Last Name The address of your branch
Delivery Company The address of your branch
Delivery Street Address The address of your branch
Delivery Suburb The address of your branch
Delivery City The address of your branch
Delivery Postal Code The address of your branch
Delivery State The address of your branch
Delivery Country The address of your branch
Billing First Name The Billing Address of your supplier
Billing Last Name The Billing Address of your supplier
Billing Company The Billing Address of your supplier
Billing Postal Address The Billing Address of your supplier
Billing Suburb The Billing Address of your supplier
Billing City The Billing Address of your supplier
Billing Postal Code The Billing Address of your supplier
Billing State The Billing Address of your supplier
Billing Country The Billing Address of your supplier
Internal Comments Populates the Internal Comments field
Tracking Code Populates the Tracking Code field
Delivery Instructions Populates the Delivery Instructions field
Created Date Date created - this will be overwritten with date and time of upload regardless of content
ETD Populates the ETD field
Delivery Description A description of the freight fees, i.e. 'UPS'
Delivery Cost Any freight fees applied to the order
Tax Status 'Incl' for Inclusive, 'Excl' for Exclusive, 'Exempt' for Exempt
Tax Amount This field will calculate automatically on saving the transaction, so should be left blank.
Discount Description A description of the total discount applied to the order
Discount Amount Total discount applied to an order. This is the field that appears and the bottom of the Purchase Order
Product Total This is (Item Qty * Item Price) - you can leave this field blank however; the system will recalculate totals once saved anyway
Order Total Total of the entire Purchase Order. This field will be the same for each line item in the transaction
Branch ID The Branch ID of the receiving branch. This is a unique number associated with each branch in your system. It can be found from the CRM list page
Created User ID The ID of the user that has created the transaction - User IDs can be found from the user list; though it may be easier just to copy from the dummy transaction
Item Code Code or SKU of the product. This must match a code in Cin7.
Item Name Name of the product
Item Qty Qty of product ordered
Item Price Price of product
Item Total Discount Total discount on the line item
Item Option 1 Line Item Option 1
Item Option 2 Line Item Option 2
Item Option 3 For Fashion items only*

* You can import fashion products into the Size/Colour grid in order to have multiple sizes per line. To do this the Item Qty field must refer to the total units for the row. Each color should be added on a separate row. In the Option 3 field you can break down your products by size. Option 3 should be formatted in a particular way, like so:

Item Qty Option 3
55 10 x XS
5 x S
10 x M
20 x L
10 x XL

Within one cell in your spreadsheet, each size will be entered in the format 'Quantity x Size', and separate sizes will be separated by a line break. In Excel, you can insert a line break by holding Alt and pressing Enter. To put a line break into a formula, use 'Char(9)' excluding the quotation marks.