Purchase order admin page

Purchase order admin page


The Admin view of a purchase order provides a range of actions for your purchase order.

Open the admin view

From the Purchase Order List page:

  1. Hover over the cog icon for a specific transaction.

  2. Select Admin.

The Admin screen can also be accessed from within a transaction. Either:

Select Go to Admin to go to the Admin screen without saving the transaction.
Select Save to Admin or Approve to save the transaction first.


Hovering over the Actions button reveals a number of different functions, detailed below:



Copy All Items

Creates a new Purchase Order with all fields in the original copied through.

Copy Selected Items

Opens a window that allows you to choose which items to copy to a new Purchase Order.

Create New Version A,B,C

Creates a new Purchase Order with a new letter appended to it - A, B etc. All products and fields are copied through.

Select Items to Back Order

Creates a Back Order, for more information see Creating a Back Order for Purchases.

Create Credit Note From PO

Creates a Supplier Credit Note for selected items. For more information see Supplier Credit Notes.

Merge Separate Size Lines Into One

If you have imported an order with multiple sizes over multiple lines, this function will merge them all into one.

Auto Backorder Non Dispatched Items

This will automatically create a back order of items that have not been received.

Print options

The Report function creates a useful breakdown report of landed costs and exchange rates for each line item. See the Purchase Order Report Help article for additional information.


You can find out more about voiding transactions in the Voiding a Transaction Help article.

Admin details

The Admin details section stores some import information about the order, particularly in relation to accounting, explained in the table below.



Cin7 Status

Either Approved, Saved Draft or Void. You can use this to Void a Transaction if you are an administrator. See above.

Create Date/Time

Date and time the transaction was created.

Tracking Code

Freight Tracking Code, can be entered here for information if necessary.

Fully Received

Date the Purchase was fully received. Must be entered by editing the transaction.

Invoice Date

Date of Invoice from Supplier.

Supplier Invoice Number

Supplier's Invoice number for this Purchase.

Accounting Import Date

Date transaction was imported to Xero or QuickBooks Online.

Accounting Status

One of four statuses:

- Not Imported Yet or Reset for Re-Import: Not yet imported to your Accounting Software

- Imported: Has been imported to your Accounting Software (see date above)

- Error: Order was not imported due to an error (see field below).

- Do Not Import: This Order will not be available for import if this is chosen.

Accounting Message  

If an Order receives and Error on import to your Accounting Software, the error will be printed here. See our Xero documentation for more information.

Batch Invoice Ref

N/A for Purchase Orders

Manual Accounts Reconciliation

Date of payment entered in Payment Grid.

Linked transactions

The Linked Transactions box only appears if another transaction has been linked to the Purchase Order. This may be because a Purchase Order has been created from a Sales Order using Smart Buyer, or Freight costs have been linked to the Purchase Order by Applying Freight Costs to a Purchase Order. You can choose to "Change" or "Admin" the transaction from this section.

Email templates

Email Templates are designed for Emailing Purchase Orders to your Suppliers. By default, there is one email template; additional templates can be added to your template library from the Settings page.
More information on emailing suppliers can be found in the Emailing Purchase Orders Help article.

Update log

The Update Log is a list of all users that have saved changes to the Purchase Order. This is a useful security feature to help determine who did what and when.

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