Sales order import template

Overview

There are many fields available in Cin7 Omni for your sales orders. You can import your sales order information into Cin7 Omni in bulk.

You will need to download the sales order import template and then add your sales orders to this spreadsheet before importing into Cin7 Omni. Some of the sales order fields require some configuration in the spreadsheet (for example, BOM, UOM, and products with sizes).

Download the template

Download the sales order template

Edit the spreadsheet

You can add a range of sales order fields (including payments) by adding more columns to your spreadsheet.

When adding your sales orders to the template, you will need to:

Delete any help or placeholder text that appears beneath the first row (the header row).
Enter an Order Reference for every sales order. This must be a unique reference. Other transactions can't use this reference (for example, a purchase order can't have the same reference as the sales order).
Use existing Product Codes.
The Company Name, First Name, or Last Name must match a contact in the CRM.

You may need to create multiple spreadsheets to import all your sales orders. Each spreadsheet must have:

less than 1000 sales orders
less than 10,000 rows of information in the spreadsheet
No sales orders with more than 500 line items.

When you are ready, hide all the unused rows and save the file as a .CSV. You can then upload that spreadsheet information to Cin7 Omni.

Add size options to the spreadsheet

To import sales of products with size grids, add a column for size quantities named Item Option 3.

Enter the quantity of each size in this format: quantity x size. Enter the combined total into the Item Qty column.

Order Ref	Company Name	Item Qty	Item Code	Item Option 3
ABC-123	Big Corp Ltd.	200	AA-Tee	100 x 32 100 x 36
ABC-123	Big Corp Ltd.	400	CC-Tee	100 x 32 200 x 36 100 x 38

When importing the spreadsheet, map this column to Item Option 3.

Add options to the spreadsheet

To import sales of product options, add a column for each of the product’s option labels. Create a row for each option and enter their labels.

Order Ref	Company Name	Item Qty	Item Code	Option 1	Option 2
ABC-123	Big Corp Ltd.	10	RG10-Case	Blue	Plastic
ABC-123	Big Corp Ltd.	10	RG10-Case	Green	Plastic

When importing the spreadsheet, map these columns to Item Option 1 and Item Option 2.

Add alternative units of measure (UOM) to the spreadsheet

To import sales of alternative UOMs, create a row for each UOM and enter its product option code in the Item Code column.

In the Item Qty column, enter the number of units of that UOM you sold, not the number of underlying base units. Optionally, add an Item Price column to override the UOM’s default price.

Order Ref	Company Name	Item Qty	Item Code
ABC-123	Big Corp Ltd.	10	RG10-Case
ABC-123	Big Corp Ltd.	10	RG5-Case

Add bill of materials (BOM) products to the spreadsheet

To import sales with loaded BOMs, create a row for the BOM product and each of its components. Add two new columns:

Load—In this column, enter Make for the BOM product and Use for each component
Format—In this column, enter Parent for the BOM product (leave blank for components)

Order Ref	Company Name	Item Qty	Item Code	Item Name	Load	Format
ABC-123	Big Corp Ltd.	1	RD1	Radio	Make	Parent
ABC-123	Big Corp Ltd.	1	CS1	Case	Use
ABC-123	Big Corp Ltd.	2	SP1	Speaker	Use

When importing the spreadsheet, map these columns to Item BOM Load and Format.

Add size products to the spreadsheet

Add a new column with the header Size Batch. Each size of a product has its own row in the spreadsheet, for example:

Order Ref	Company Name	Item Qty	Item Code	Size Batch
ABC-123	Big Corp Ltd.	10	TS1	S
ABC-123	Big Corp Ltd.	10	TS1	M

This will create each size as a separate line item in your sales order. After importing, you can combine all sizes into one line item for a sales order.

Open the Admin view of the sales order you want to change.
Select Actions and then select Merge Separate Size Lines Into One.

Field explanations

Fields marked with * may have specific import requirements.

Field	Description
Order Ref *	This is the order reference for your sales order. In Cin7 Omni, this is automatically generated when you save the sales order. Required field when you import sales orders. This needs to be a unique reference (not used in any other sales order or module, for example, purchase order).

Field

Description

Order Ref *

This is the order reference for your sales order. In Cin7 Omni, this is automatically generated when you save the sales order.

Required field when you import sales orders. This needs to be a unique reference (not used in any other sales order or module, for example, purchase order).

Customer contact details

You need to match your sales order customer to an existing customer in your CRM (or create a new customer). After you select the customer (by searching for their Company or First Name), their contact information will automatically appear in the sales order.

Field	Description
First Name	Required (if Company is blank). First name of the customer - must match a CRM customer.
Last Name	Last name of the customer.
Company	Required (if First Name is blank). Company name for the customer - must match a CRM customer.
Phone	The customer's phone number.
Mobile	The customer's mobile number.
Fax	The customer's fax number.
Email Address	The customer's email address. Also known as Email for sales order imports.
Alternative GL Account	Choose the GL Account of an order. Must match an existing Sales GL account.
Alternative Tax Rate	Choose the tax rate of the sales order. Must match an existing alternative tax rate.

Delivery Address

Field	Description
First Name	First name of the person receiving the order (and goods). This may autofill from your CRM contact details. Also known as Delivery First Name for sales order imports.
Last Name	Last name of the person receiving the order (and goods). This may autofill from your CRM contact details. Also known as Delivery Last Name for sales order imports.
Company	Company receiving the order (and goods). This may autofill from your CRM contact details. Also known as Delivery Company for sales order imports.
Delivery Address 1	The address that receives the order (and goods). This may autofill from your CRM contact details.
Delivery Address 2	Add any address information that did not fit in Delivery Address 1. This may autofill from your CRM contact details.
Delivery City	The city for the Delivery Address 1. This may autofill from your CRM contact details.
Delivery State/Region	The state or region for the Delivery Address 1. This may autofill from your CRM contact details. Also known as Delivery State for sales order imports
Delivery Postal Code	The post code for the Delivery Address 1. This may autofill from your CRM contact details.
Delivery Country	The country for the Delivery Address 1. This may autofill from your CRM contact details.
Delivery Date (ETD)*	The estimated date that the goods will arrive for the customer. Also known as ETD for sales order imports.

Billing Address

Field	Description
Company	Company paying for the sales order (or that you invoice). This may autofill from your CRM contact details. Also known as Billing Company for sales order imports.
Billing Address 1	The address for the company that pays for the sales order (or that you invoice). This may autofill from your CRM contact details.
Billing Address 2	Add any address information that did not fit in Billing Address 1. This may autofill from your CRM contact details.
Billing City	The city for the Billing Address 1. This may autofill from your CRM contact details.
Billing State/Region	The state or region for the Billing Address 1. This may autofill from your CRM contact details. Also known as Billing State for sales order imports.
Billing Postal Code	The post code for the Billing Address 1. This may autofill from your CRM contact details.
Billing Country	The country for the Billing Address 1. This may autofill from your CRM contact details.

Shipping information

Field	Description
Tracking Code	The unique tracking code used for the sales order. Your ecommerce integrations may populate this field.
Payment Terms	You can add a payment term for the time that the sales order needs to be paid.
Internal Comments	Any comments or notes about the sales order.
Delivery Instructions	Extra information about the delivery of the goods.

Reference

Field	Description
Created Date	When the sales order was made. It will show today's date by default.
Customer PO No	Add any purchase order number used by the customer.
Fully Dispatched	Add the date the sales order was sent out (dispatched). This will change the order status to dispatched.
Invoice Date	When the customer was invoiced for the sales order.
Branch	Select the branch that is selling the items. The items will be removed from that branch's stock on hand. You can choose a default branch for each user.

Payment

Field	Description
Price Tier	Choose the pricing structure for your customer. This must match an existing price tier.
Payment Type	Choose how customers paid (for example, Cash, On Account, or Credit Card). Also known as Payment Method for sales order imports. If importing, you need to import Payment Type, Payment Date, and Payment Amount together.
Payment Date	When the customer paid. This will show today's date by default. If importing, you need to import Payment Type, Payment Date, and Payment Amount together.
Payment Amount	The amount the customer paid. They can make multiple payments for a sales order. If importing, you need to import Payment Type, Payment Date, and Payment Amount together.
Freight Description	Describe any shipping or freight required for the sales order.
Freight Amount	Fee charged to a customer for freight or shipping. This is added to the sales order total. Also known as Freight Cost for sales order imports.
Surcharge Description	Describe any surcharges applied to the sales order.
Surcharge Amount	Extra fee charged to a customer (perhaps a public holiday surcharge). This is added to the sales order total. Also known as Surcharge Total for sales order imports.
Discount Description	Describe the discount applied to the entire sales order.
Discount Amount	The discount amount for the entire sales order (for example, $100). This amount will be deducted from the sales order total. You can also use promotions for more control over discounts. Also known as Discount Total for sales order imports.

Sales order items

Field	Description
Code	Search for the product code (SKU) or Product. Must match an existing product. Required when importing sales orders. Also known as Item Code.
Product	Search for the product name or Code. Must match an existing product. Also known as Item Name for sales order imports.
Qty Ordered	The amount of product the customer wants. Required when importing sales orders. Also known as Item Qty.
Unit Price	The amount you sell each item to customers. Also known as Item Price for sales order imports.
Total Discount	The amount you want to discount those line items for. This is not per item but the total for the row. Also known as Item Total Discount for sales order imports.
Option 1, Option 2, Option 3	The product option. Also known as Item Option 1, 2, 3 for sales order imports.
Notes	Any notes you want to add about the line item. Also known as Item Notes for sales order imports.
Format	Formats the line items in an order. You can also use the value "Parent" to indicate the parent line of a BOM. Also known as Item Row Format for sales order imports.
BOM Load	Indicates if a product is part of a BOM with Make or Use. Also known as Item BOM Load for sales order imports.

Import specific fields

Field	Description
Xero Status	Change the status of orders upon import (located on Admin page). Add the numbers that match the status you want: 1 (Imported) 0 (Not imported yet or reset for re-import) -1 (Error) -2 (Do not import)
Item Sort	Use numbers to order the line items in your sales order. If not included, line item order will be determined by the order in the spreadsheet.
Size Batch	Add the size for the item in your sales order.