Import purchase orders

Overview

Purchase Orders can be imported into the system in bulk, using our import wizard.

Purchase Orders should be prepared in a spreadsheet, with one row per line item in the order. An example of what the spreadsheet should look like can be found below.

There are a few prerequisites for importing orders:

Orders must contain fewer than 500 line items.
Order references must be unique across all modules, for example, a Purchase Order cannot have the same reference as a Purchase Order.
Product Codes must exist in the products module, and codes must be unique.
Either the Company Name, or First Name and Last Name, or all three must exist in the CRM.
Purchase Order Reference numbers must start with 'PO-'.

Template

Here is a template for a standard Purchase Order; however feel free to add any number of the additional fields mentioned below.

Purchase Order Template (.xls 25kb)

Import the data

Once you have prepared your spreadsheet, you are ready to import into the system.

Navigate to Purchase Orders. From the Purchase Order list page, select Actions, then Import Purchase Orders.

Choose between copying and pasting or uploading the spreadsheet data. Then select Next Step.
Match the columns in your spreadsheet to the fields in the dropdown list. An explanation of each field is given below.
An example from your spreadsheet is provided for your information.
If any products or contacts in your list do not match to entries in Cin7 Omni, then you will be given an opportunity to download the spreadsheet so that you can investigate, and if need be import new products or contacts.
All being good, you can continue, by selecting Next Step.
Select Test to see if importing will cause any errors. The results should show a successful import.
Select Import New Purchase Orders to continue.
Your Orders have now been imported. Select Finish or Back to Purchase Orders to go back to the Purchase Order List page.

Import products with sizes

Products with sizes can be imported by including the field 'Size Batch' (see below). The size batch field should contain only the size of the item, so will look something like this:

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

This will import 10 small t-shirts, and 10 medium t-shirts with code TS1.

Note that each new size should be entered on a new line. However, if you would like to consolidate all sizes of an item into one line after importing your order, there is a function to do this:

Find the order you'd like to consolidate, hover over the cog icon, and select Admin.
Select the Actions, then select Merge Separate Size Lines Into One.
This will consolidate all sizes into one item for each product code.

Import BOMs

BOMs can be imported into an order. Two new fields should be added to the import, 'Item BOM Load' and 'Format':

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

This will import a radio that is made of 1 case and two speakers.

Import alternative units of measure

You can import Alternative Units of Measure. This will require using the UoM code, and defining the quantity of the alternative unit in the quantity field, like this:

Order Ref	Company Name	Item Qty	Item Code
PO-123	Big Corp Ltd.	10	RG1-Carton
PO-123	Big Corp Ltd.	10	RG1-Carton

The quantity is the number of alternative units - i.e. 5 cartons, not the number of base units.

Fields

The following are fields that can be imported through the order import:

Field	Notes
Order Ref	Required field. Must be unique. Must begin with 'PO-'
Supplier Invoice No	If you enter an Invoice Number, you are advised to include and Invoice Date - see below.
Company	Required Field unless using First Name/Last Name. Must match a company in the CRM.
First Name	Required Field unless using Company. Must match a First Name in the CRM.
Last Name	Required Field unless using Company. Must match a Last Name in the CRM.
Delivery First Name
Delivery Last Name
Delivery Company	If no delivery address is specified, we'll try to automatically populate this from the linked contact.
Delivery Address 1
Delivery Address 2
Delivery City
Delivery State
Delivery Postal Code
Delivery Country
Billing Company	If no billing address is specified, we'll try to automatically populate this from the linked contact.
Billing Address 1
Billing Address 2
Billing City
Billing State
Billing Postal Code
Billing Country
Phone
Mobile
Fax
Email
Created Date	Dates should be formatted as per your Culture Settings in your company profile. If not provided we'll use the current date.
Invoice Date	Dates should be formatted as per your Culture Settings in your company profile. If you enter an Invoice Date, you are advised to include an Invoice Number - see above.
ETD	Dates should be formatted as per your Culture Settings in your company profile.
Branch	Must match the Branch name exactly.
Price Tier	Must match the Price Tier exactly.
Internal Comments
Delivery Instructions
Tracking Code
Freight Description
Freight Cost
Surcharge Description
Surcharge Total
Discount Description
Discount Total	This is the discount in dollars/pounds to apply to the entire order.
Created By
Sales Rep
Processed by
Fully Received	Entering a Fully Received date will mark the order as Received, but - importantly - line items will not be receipted in. Therefore this field should only be used when creating historic orders in the system, and not used to dispatch stock. Dates should be formatted as per your Culture Settings in your company profile.
Acceptance Date	Supplier Acceptance date. Dates should be formatted as per your Culture Settings in your company profile.
Supplier Inv No
Item Sort	An integer that determines the order of lines within the Sales Order. If not included, line item order will be determined by the order in the spreadsheet.
Item Code	Required. Must match a code (SKU) in the products module.
Item Name
Item Qty	Required. Must be a number.
Item Price
Item Total Discount	This is the discount in dollars/pounds to apply to a line item.
Item Option 1
Item Option 2
Item Option 3
Item Notes
Size Batch	Size of an item, if the item has sizes. When importing Purchase Orders or Supplier Consignments or Adjustments and Stock Control for products is set to 'Batch' you can specify the Batch number for the quantity of the product here. Then after the order is imported, if you set a Received Date, it will populate the Batch no for the product automatically.
Zone	You can specify the Zone of an Inventory Specific Location here. After the order is imported, if you set a Received Date it will populate the Bin for the product automatically
Bin	You can specify the Bin of an Inventory Specific Location here. After the order is imported, if you set a Received Date it will populate the Bin for the product automatically.
Item Row Format	Formats the line items in an order. Use values 'Hide', 'Indent' or 'Bold'. You can also use the value 'Parent' to indicate the parent line of a BOM, in combination with the Item BOM Load field below.
Item BOM Load	Indicates that a line item is part of a Bill of Materials - values should be either 'Make' or 'Use'.

FAQs

Can a sales order reference have the same reference as an existing purchase order?

When importing orders into Cin7 Omni, you need to assign a unique reference to each order that is to be imported. You can't have an existing reference in the system, even if that reference you wish to use already exists as another transaction type.