Creating a Purchase Order in Cin7
How to create a purchase order (PO) in Cin7 and receive it via invoice. Purchase orders are how incoming stock is tracked and authorised in the system.
Steps to Follow
Go to Purchase → Simple Purchase.
Select the supplier (e.g., Expo Max, Vivad). The supplier's details will auto-populate.
Set the date to the date the purchase order was sent to the supplier (before the invoice date).
Add products: click Add Item, enter or search by SKU, select the product.
Enter the quantity and unit price. For Expo Max, prices are in USD.
Set the Tax Rule based on what is shown on the invoice (e.g., Tax Excluded / GST Excluded). Confirm with the accountant if unsure.
Repeat for each product on the invoice.
Verify the order total matches the invoice total.
Click Authorize — the PO status turns green, and the Invoice option becomes available.
To receive the invoice: click Invoice → Copy from PO (if the invoice matches exactly) or enter manually.
Enter the invoice number and invoice date.
Set the due date (typically 30 days after the invoice date unless specified).
Save the invoice.
Use Cases
New stock has been ordered from a supplier and needs to be tracked in Cin7.
An invoice has been received from a supplier and needs to be matched against a purchase order.
Catching up on purchase orders that were sent outside of Cin7 (e.g., by email or Excel) and need to be entered into the system.
Notes
Products must be created in Cin7 before they can be added to a purchase order.
Cin7 is always the source of purchase orders — do not create POs outside the system.
The invoice date should match the actual invoice. The PO date should be before the invoice date.
Shipping cost: only include it if it appears on the invoice. If the invoice does not show shipping, leave it as zero.
For Expo Max (China supplier), there is typically no shipping cost on the invoice.
For Vivad (Australia supplier, fabric orders), shipping is calculated automatically.
Tax rule must match the invoice. If no GST is shown on the invoice, use Tax Excluded or GST Free.
Once authorized, stock levels are not updated until the invoice is received and saved.
If a purchase order was already sent outside Cin7, you still need to recreate it in Cin7 so the system can track it correctly.