Getting Started Guide
Welcome to Cin7 Core. We keep the moving parts of your business all in one location while automating time-consuming tasks, whether you are in retail, wholesale, or manufacturing.
There is a lot of functionality available in Cin7 Core to improve your inventory management – we recommend you start here and follow the getting started steps in this order.
NOTE: When migrating data from a previous system to Cin7 Core, you will need to provide Cin7 Core with data files in CSV format. See Customer Onboarding via CSV - Required Information for mandatory fields.
Signing Up
If you're new to Cin7 Core, you can check out its features by using a no-obligation 14-day free trial. You will not be charged anything, nor will you be asked to provide a credit card during the trial period. However, to continue after the trial period, you will need to subscribe to Cin7 Core.
If you want to subscribe, navigate to My Account → My Subscription page and click Subscribe to get started. After clicking Subscribe, you can choose the options for your new account. Select as many users, APIs, Cin7 Core Point-of-Sale (POS) registers, Cin7 Core B2B portal connections and external integrations as your business needs. Billing can be monthly or annual.
Next, you will be taken through to a secure payment page to complete your subscription. After payment, you will receive a confirmation email and, in the case of monthly billing, a recurring billing agreement to authorize Cin7 Core to take monthly payments from your account. If the recurring billing agreement is not signed, the account will return to trial status after the paid month is completed.
You can view or modify your subscription at any time from the My Subscription page.
Useful Information
Financial Basics (do these first)
Cin7 Core is an inventory management solution, synchronising your inventory, accounting, and sales information, and more – it is essential to have your financial settings set up correctly so your transactions can be properly classified. This should be the first thing you do when starting to use Cin7 Core.
When signing up to Cin7 Core, you are given the option to use it as a standalone Inventory Management System or connect either Xero or QuickBooks Online as an existing accounting system. This will affect how some of the financial settings should be set up – instructions are given below.
You can change between Cin7 Core standalone, Cin7 Core with QuickBooks Online and Cin7 Core with Xero at any time using our Connect Wizard.
Chart of Accounts
The Chart of Accounts is the list of all accounts your organisation has available to record your transactions and is important for classifying your transactions correctly and keeping your accounts accurate. Cin7 Core provides a default Chart of Accounts, but you can import a chart from your accounting system or your own custom chart.
If you are using Cin7 Core standalone, you can create accounts in Cin7 Core by going to Settings → Reference Books → Financial → Chart of Accounts.
If you are using QuickBooks Online, you must create accounts in QuickBooks Online. They will then be imported into Cin7 Core when you synchronise your accounts. You can view your Chart of Accounts by going to Settings → Reference Books → Financial → Chart of Accounts, but it will be read-only.
If you are using Xero, you can use the + button to add a new account to Xero during integration with Cin7 Core or from the Account Mappings (Settings → Reference Books → Financial → Account Mapping) page. Alternatively, you can create a new account in Xero and reload the page to continue mapping. You can view your Chart of Accounts by going to Settings → Reference Books → Financial → Chart of Accounts, but it will be read-only.
Cin7 Core requires the following accounts (with the account settings listed below) to be available to function correctly.
You can add more accounts to suit your business requirements – make sure to consult with your accountant or bookkeeper before adding or editing any accounts.
Already created by Cin7 Core/your accounting system:
Accounts Receivable
Accounts Payable
Sales Tax (GST, VAT...)
Sales/Revenue
Required accounts
Account |
Account Type |
System Account |
Accepts Payments |
Inventory Control |
Current Asset |
None |
Doesn't accept payments |
Inventory Discrepancy |
Expense |
None |
Doesn't accept payments |
Cost of Goods Sold |
Direct Cost (Cin7 Core standalone/Xero) |
None |
Doesn't accept payments |
Default Revenue |
Revenue |
None |
Doesn't accept payments |
Tax Liability |
Liability |
None |
Doesn't accept payments |
Work in Progress |
Current Asset |
None |
Doesn't accept payments |
Supplier Deposits |
Current Asset |
None |
Accepts payments |
Customer Credits |
Current Liability |
None |
Accepts payments |
In Transit |
Current Asset |
None |
Doesn't accept payments |
Optional Accounts
Account |
Account Type |
System Account |
Accepts Payments |
Inventory Accrual (Goods Received, Not Invoiced) |
Current Asset OR |
None |
Doesn't accept payment |
Stock in Transit (Goods Invoiced, Not Received) |
Current Asset |
None |
Doesn't accept payment |
Realized Currency Gains | Expense | None |
Doesn't accept payment |
Unrealized Currency Gains | Expense | None |
Doesn't accept payment |
Payment Clearing | Bank | None |
Doesn't accept payment |
Current Year Profits | Equity | None |
Doesn't accept payment |
Inventory Accrual/Stock in Transit requires Inventory Accrual to be enabled. Realized Currency Gains and Payment Clearing are required for consolidation of QuickBooks Online transactions. Realized Currency Gains is required for multiple currencies, too.
Account |
Account Type |
System Account |
Accepts Payments |
Gift Card Liability |
Current Liability |
None |
Accepts payments |
Gift Card Liability requires Gift Cards to be enabled.
See the Useful Information articles for detailed steps in setting up your Chart of Accounts in Cin7 Core standalone, Xero and QuickBooks.
Useful Information
Note:If you change accounting systems, the Connect Wizard will take you through Account Mapping to make sure every account in Cin7 Core Chart of Accounts is linked correctly to the new accounting system's Chart of Accounts.
Account Mapping
Once you have populated your Chart of Accounts in Cin7 Core or Xero/QuickBooks, you must make sure the accounts are mapped correctly. This ensures that income and outgoings are correctly categorised.
You can find Account Mapping in Settings → Reference Books → Financial → Account Mapping.
Account mappings are one-to-one. Each Cin7 Core account must be mapped to a unique Xero/QuickBooks account.
Choose the accounts to map from the lists and Save your changes when you are finished.
Note:If you do not have Gift Cards or Goods Received Not Invoiced/Goods Invoiced Not Received enabled in your settings, you will not be given these account options.
Bank Accounts
Once your Chart of Accounts is mapped correctly to Cin7 Core, you can connect your real-world bank accounts in order to import and classify your bank transactions.
If you are using Cin7 Core standalone, bank accounts are added by navigating to Settings → Reference Books → Financials → Chart of Accounts and using + Account. Learn more about adding and managing Bank Accounts in Cin7 Core.
If you are using Xero/QuickBooks, bank accounts are added through Xero/QuickBooks and will be read-only in Cin7 Core.
Note: Make sure to include account codes when adding bank accounts in Xero.
Useful Information
Managing Opening Balances
Whether you are using Cin7 Core standalone or currently using Xero or QuickBooks Online, you will need to enter the account balances from your previous accounting system and the date you started using Cin7 Core. This is what we call conversion balances or opening balances, this will make sure your transactions are correct going forward.
Enter Opening Balances by navigating to Settings → Reference Books → Financials and click Opening Balances. You will be asked to select a Conversion Date (the date you stop using your previous system and start using Cin7 Core), identify which accounts are Inventory or Fixed Asset Accounts, and enter your trial balances.
Useful Information
Tax Rules
Every buy and sell transaction uses tax rules for tax calculation. Depending on your store country, many standard tax rules may be already created in Cin7 Core or Xero/QuickBooks. You can also create tax rules if your business requires additional rules. You can specify tax rules at the supplier/customer level, purchase/sale level and individual product level, as well as specify whether a transaction cost is tax inclusive or tax exclusive.
If using Cin7 Core standalone, tax rules are created in Cin7 Core.
If you are using Xero/QuickBooks, tax rules are created in your accounting system and imported to Cin7 Core during synchronisation.
When using Cin7 Core for the first time, navigate to Settings → Reference Books → Financials → Tax Rules. Check that all the tax rules required for your business are listed and create any that are missing.
Useful Information
Configure your Company Details
You can configure your company details at any point, but doing this first will make it easier to use Cin7 Core going forward. You can find your company settings in Settings → Reference Books.
We recommend starting by adding Company Addresses, Company Contacts, Locations and Carriers. Addresses and contact details will be used on all output documents, invoices, quotes, purchase orders, and other documents within Cin7 Core. Locations and Carrier information will be used to make inventory and shipping processes more efficient.
Once you have completed these essentials, feel free to move on to the next stage in the Getting Started Guide. You can fill in the rest of the Reference Books now, or at a later date if you prefer.
Useful Information
Company Addresses
These include shipping, billing and business addresses. You can select a default address for each of the address types. Your billing address will be included in your invoices.
Go to Settings → Reference Books → Your Company → Company Addresses.
When you first create an account, the system will create some 'dummy addresses' to make it easier to evaluate Cin7 Core. You can override these addresses or delete them and add new ones.
Company Contacts
Contact types can be business, shipping, billing, sale and employee. You can select a default contact for each type.
Billing contacts appear on quotes and invoices. At least one billing contact is required to send email invoices to customers.
Sales contacts appear in the list of sales representatives when creating a sale.
Go to Settings → Reference Books → Your Company → Company Contacts to add Company Contacts.
Locations and Bins
Use Locations to organise your stock. Ensure inventory is picked or received from the right location (warehouse, shop, office, etc.) and maintain a complete view of stock levels across all your organisation locations. You can also add bins to organise items further, within a location and/or warehouse.
You must also add Fixed Asset Locations to register and manage your fixed assets. You cannot create fixed assets without assigning a fixed asset location to them. Even if your stock and fixed assets are kept at the same physical location, you will need to create a separate entry for Location and Fixed Asset Location. See Locations for more information.
Note: Users with Cin7 Core Standard plan can have only one warehouse location (location storing stock), while users with Advanced or Pro plans can create multiple warehouse locations. Trial users are allowed additional locations to experience Cin7 Core manufacturing features, however, these must be deleted before purchasing the Standard subscription.
Fixed asset locations are excluded from this restriction, as are co-manufacturing locations (part of the Advanced Manufacturing module).
Locations can be found in Settings → Reference Books → Stock → Locations & Bins
Carriers
Carriers can be found in Settings → Reference Books → Other Items → Carriers. See Managing Carriers for more information.
Invite Users
Before anyone in your organisation can access Cin7 Core, you need to invite them to become a Cin7 Core user. Aside from the account owner/master user, other Cin7 Core users with full access to the Users and roles page can perform this operation.
You can invite users and manage users and roles from Settings → Users & Roles. Click Invite User on this page to invite people to use Cin7 Core via their email address. After sending the invitation, you can choose to assign permissions and/or roles to the user or wait for the user to accept the invitation prior to assigning permissions and/or roles.
Cin7 Core allows fine-grained control of permissions – you can grant users full access or read-only access to whole modules (Sales, Purchases, Financials, etc.) and sub-modules (Stock Reorder, Send Money, Products Overview, etc.).
Creating and Managing Roles
Roles (Sales, Finance, Manager, etc.) make setting permissions for your users more convenient. With roles, you can set up permissions just once, then assign your users to a role. For example, you might set up roles for your various line departments so that you can simply add designated users from within the department to the role. You can assign more than one role to a user.
You can add Roles by clicking + Add New Role on the Settings → Users & Roles page and giving the role full or read-only access permissions to Cin7 Core modules. To grant either full or read-only access to all modules, click the respective buttons on the top right.
Once created, you can add users to the role.
Useful Information
Loading Products
Your product and service information make up the core of your inventory. Add your products to start selling and receiving stock. You can add products individually, clone products from other entries, or import an inventory list in CSV format. Cin7 Core supports batch numbers, serial numbers, products with multiple variants (product families), multiple price tiers and printing price lists, among other features.
Product Categories
Add your Product Categories in Settings → Reference Books → Stock → Product Categories. Product Category is a mandatory field when creating a product in Cin7 Core, so adding categories first makes it easier to add products next. You can add as many categories as required and change your categories at any time.
Adding Products
You can add products one by one by either navigating to Inventory → New → Product/Service or going to Inventory → Products → +. Fields marked with an asterisk (*) are mandatory for creating a new product. Save your product when you are finished.
Make sure that products are added with the correct Costing Method and, if batch numbers/serial numbers are required, to select a Costing Method that supports them.
See Product and Service Management - Product/Service Detail Information for more information on each of the product fields.
Note: Adding Suppliers to a product is a prerequisite for using the Dropship, Low Stock Reorder, Reorder suggestions and Backorder functionalities, but is optional otherwise.
Importing an Inventory List
When dealing with many inventory items, it can be difficult and time-consuming to create them individually. It would be easier to upload the inventory list via a CSV file template.
Import an Inventory List:
Navigate to Inventory → Products and click Import → Inventory List.
Download the Cin7 Core Inventory List template and copy and paste your inventory data into the downloaded template before uploading the new file. The column headings and heading positions must remain unchanged for the import to work correctly. If you don’t have information for some columns, they can be left blank unless they are a mandatory field.
Set Stock on Hand
Once your Inventory List is correct, you have the ability to also upload Stock-on-Hand figures for your current stock.
Note: This operation should only be performed when initially setting up Cin7 Core - it should not be used to update stock balances if you already have stock figures in the system. Cin7 Core uses actual accounting costing methods, and uploading the stock-on-hand template multiple times will create new instances of the products rather than update existing quantities. To change stock figures after the initial setup, use Stock Adjustment or Stocktake.
Upload Stock on Hand figures:
Navigate to Inventory → Products.
Click Import → Stock on Hand.
Download the Stock on Hand CSV template.
Enter the stock on hand figures into the template. The column headings and heading positions must remain unchanged for the import to work correctly. If you don’t have information for some columns, they can be left blank.
Upload the saved Stock on Hand template.
Product Families
Cin7 Core also supports products with multiple variants (product families). You can add up to three variants per product family (e.g. size, colour, material). See Product Families for more information about adding products with multiple variants. Create new Product Families by navigating to Inventory → New → Product Family or Inventory → Product Families and clicking +.
Useful Information
Loading Suppliers and Customers
Cin7 Core transactions involve Suppliers and Customers. Suppliers and Customers can be added manually at the time of making a sale or purchase order. However, it makes it easier to use Cin7 Core if you load your Suppliers and Customers before you start logging transactions.
Suppliers/Customers can be added manually one by one, loaded in bulk CSV format using a Supplier List/Customer List, or if you are using Xero/QuickBooks, loaded automatically from your accounting system. If you are using Xero/QuickBooks, suppliers created in Cin7 Core will also be synced to your accounting system.
Add Suppliers by navigating to Purchase → New → Supplier or Purchases → Suppliers and clicking +. Add Customers by navigating to Sale → New → Customer or Sale → Customers and clicking +. Enter your Supplier/Customer details (including addresses and contacts), and Save your changes. Fields marked with an asterisk (*) are mandatory.
Useful Information
Suppliers: See full information on adding Suppliers, Supplier Addresses, Supplier Contacts and Supplier Product Information.
Customers: See full information on adding Customers, Customer Addresses and Customer Contacts.
Using Cin7 Core
You are ready to use Cin7 Core! With all the above preparation taken care of, logging transactions in Cin7 Core will be efficient and straightforward. This section looks at using the Cin7 Core web portal to perform transactions and other inventory operations. We recommend you familiarise yourself with the basic operations through the web portal before connecting the following optional add-ons:
Cin7 Core B2B Portal
Cin7 Core POS app
Cin7 Core WMS (Warehouse Management Solution) app
Third-party integrations (E-commerce channels, payment channels, fulfilment services).
Inventory Management
The Cin7 Core Inventory module covers all processes involving your inventory of stock and services. Here are some of the inventory features you are likely to use in your operations.
Product and Service Management
The primary function of the inventory module is to keep your products and services in order. From here you can add products, import inventory lists, edit product details in bulk, and set numbers of Stock on Hand, among other features. Add new products and services by navigating to Inventory → New → Product/Service or Inventory → Products and clicking +.
Learn more about Product and Service Management.
Product Families
Add products with multiple variants. Cin7 Core supports up to three variants per product family (e.g. size, colour, material). Add new Product Families by navigating to Inventory → New → Product Family or Inventory → Product Families and clicking +.
Learn more about Product Families.
View Product Availability
Cin7 Core allows the user to view availability for all of their products, including what has been allocated to sale and work orders. View numbers of Stock on Hand, On Order, Allocated and Available (the difference between Stock on Hand and stock Allocated) by navigating to Inventory → Availability.
Learn more about Viewing Product Availability.
Stock Adjustment and Valuation
Stock Adjustments can be used to update/correct the quantity and price of products in your Inventory. Adjustments could be due to new stock needing to be entered, removing damaged or stolen stock, data entry error, etc.
Stock quantities can be changed by either amending the quantity of existing stock (Non-Zero stock on hand) or adding new stock (Zero stock on hand). You can edit existing stock quantities and add new stock in the same stock adjustment. You can also perform this action by importing Stock quantities via CSV. Stock Adjustment will cause transactions to be generated and synced to your accounting software. If the stock adjustment is not 'real' (i.e. in the case of correcting a data entry error), this can be skipped. If for some products the quantity available is correct but the cost is wrong, you can also revalue stock using the Stock Adjustment feature.
Start a new Stock Adjustment by navigating to Inventory → New → Stock Adjustment or Inventory → Stocktake/Inventory and clicking +.
Learn more about Stock Adjustment and Valuation.
Stocktake
The Stocktake feature allows the user to verify the quantities and the condition of the stock physically in a specific location/warehouse. This process can be performed in a pre-defined schedule (e.g. annual, specific cycle count – weekly, monthly, quarterly).
Stocktakes will cause transactions to be generated and synced to your accounting records. If the stocktake is not 'real' (i.e. in the case of correcting a data entry error), this sync can be skipped. Start a new Stocktake by navigating to Inventory → New → Stocktake/Count or Inventory → Stocktake/Inventory and clicking +.
Learn more about Stocktake.
Stock Transfer
Stock transfers let you move stock between two of your locations. Start a new Stock Transfer by navigating to Inventory → New → Transfer or Inventory → Transfers and clicking +.
Learn more about Stock Transfer.
Inventory Write-Off
Write off inventory which has been lost, stolen, damaged, given away or used internally. Start a new Inventory Write-Off by navigating to Inventory → New → Inventory Write-Off.
Learn more about Inventory Write-Off.
Price Lists
You can print price lists for your entire Inventory or by category. Navigate to Inventory → Print Price List and select the categories that you wish to print price lists for.
Learn more about Price Lists.
Useful Information
Purchases
The Cin7 Core purchase module covers all processes involving buying stock from your suppliers. Here are some of the purchase features you are likely to use in your operations.
Processing a Purchase
Processing purchases is the main purpose of the purchase module in Cin7 Core. Through the purchase module, you can create purchase orders and link supplier invoices and stock received to the relevant purchase order. There is also an option to add a credit note (negative invoice) after a purchase order has been created, for example, if a shipment has been short-shipped/damaged or if a discount has been applied after the invoice has been paid.
To create a new Purchase, navigate to Purchase → New → Simple Purchase (for purchases of stock or stock and services) or Service Purchase (for purchases of only service items) or go to Purchase → Purchase Orders and click +.
Learn more about Processing a Purchase here.
Advanced Purchases (Partial Orders/Deliveries)
In addition to a standard purchase, Cin7 Core offers a type of purchase with advanced features. Advanced purchases can be received and invoiced separately while still being considered part of the same purchase. It also allows multiple credit notes to be issued for a single purchase order. Any order which is made in multiple deliveries should be made as an Advanced Purchase.
A normal purchase can be converted into an advanced purchase, but the conversion cannot be reversed. Create a new advanced purchase by navigating to Purchase → New → Advanced Purchase.
Learn more about Advanced Purchases.
Low Stock Reorder
This function allows automatic reordering of stock that is running low from your suppliers, ensuring no sales are lost due to an item being out of stock. Perform stock reorders by navigating to Purchase → Reorder. For stock to be presented for reorder automatically, the low stock reorder points must be set up for each inventory item you wish to reorder. (this is done from the Inventory → Products → [selected product] screen.)
Learn more about Low Stock Reorder.
Backorders
Backorders involve processing sales that do not have enough stock on hand to be fulfilled. In this case, new stock is ordered from your suppliers to complete the order. View and complete backordered purchases by navigating to Purchase → Reorder Backordered. To use the backorder function, the products to be backordered must have suppliers attached (this is done from the Inventory → Products → [selected product] screen).
Learn more about Backorders.
Landed Cost Expense Distribution
A landed cost is the total price of a product once it has arrived at the buyer's door. This includes the original price of the product but also can include transportation fees, customs, duties, tax, insurance, currency conversion, and any other costs outside of the direct inventory purchase cost.
These costs are typically applied by handling or fulfilment services under their own invoice and then need to be allocated to the correct purchase invoices.
Learn more about managing the Landed Cost Expense Distribution.
Inventory Accrual/Stock in Transit Cost Calculating
Cin7 Core allows you to track costs for Inventory Accrual (Goods Received, Not Invoiced) and Stock in Transit (Goods Invoiced, Not Received). To use this function, you must enable Accrued Inventory Transactions in Settings → General Settings → Purchase Process Customisation. You must also provide relevant accounts and ensure they are mapped to the correct Cin7 Core account.
If Inventory Accrual is disabled, or mapping for the relevant account is not provided, the functionality of Purchase won't change from no accrual implementation, and only real costs will be accounted for.
Learn more about Inventory Accrual/Stock in Transit Cost Calculating.
Useful Information
Sales
The Cin7 Core sales module covers all processes involving making sales to your customers. Here are some of the sales features you are likely to use in your operations.
Processing a Sale
Processing sales is the main purpose of the sale module in Cin7 Core. Through the sale module, you can create quotes, sales orders, and sales invoices, and track sales orders. There is an option to add a credit note (negative invoice) after a sale order has been created. Sales can be created for products and services, or service-only.
For a Service-only sale, the Sale Order and Fulfilment (Pick, Pack, Ship) sections are skipped as there is no change in Inventory.
Documents can be attached to a Sale in the Attachment tab, and any documents printed or emails sent will be saved there automatically. All user activities from the creation of the new Sale onwards are logged in the Activity Logs tab.
To create a new Sale, navigate to Sale → New → Simple Sale (for sales of stock or stock and services) or Service Sale (for sales of only service items) or go to Sale → Sales and click +.
Learn more about the sales module.
Advanced Sales - Multiple Fulfilments
In addition to a standard sale, Cin7 Core offers advanced sale, a type of sale with advanced features. An advanced sale allows items to be shipped and/or invoiced separately while still being considered part of the same sale. It also allows multiple credit notes to be issued for a single sale order. You can directly create a new advanced sale.
Any order which requires multiple fulfilments should be made as an advanced sale. If you are using a standard sale to fulfil an order with fewer items than what is stated in the sale order or invoice, you will be given the option to convert the normal sale to an advanced sale. Once converted, the advanced sale cannot revert to being a standard sale.
Create a new advanced sale by navigating to Sale → New → Sale.
Learn more about Advanced Sales - Multiple Fulfilments.
Returns
Returns involve an interlinked network of actions and decisions, including issuing credit notes, refunds, and initiating actions like inspection, repair, replacement, scrap, and restocking. The RMA and return order features in Cin7 Core allow you to configure your organisation's return policies, which are then used to streamline returns decision-making and automate much of the returns workflow.
Actions taken on RMA and Return orders are translated to combinations of Cin7 Core processes (Sales order/credit note, Inventory write-off, transfer orders, and jobs) to correctly reflect the return in your organisation's inventory and accounting records.
Learn more about Returns (RMAs and Return Orders).
Price Tiers
Cin7 Core lets you set up to 10 price points for each product. Customers are assigned a price tier which sets what price they can buy products for (e.g. Retail, Wholesale). Price Tier names are set up in General Settings while Price Tier values are managed from the Inventory module (Inventory → Products → [selected product]).
Setting prices at the product level is optional since they can also be set and modified at the purchase or sales level. Besides, Price Tier amounts can be set manually or automatically calculated using defined markup rules for each Price Tier.
Learn more about Managing Price Tiers.
Recurring Orders/Invoices
You can create recurring Sales Orders/Invoices, at weekly, fortnightly, monthly, quarterly, half-yearly and annual intervals. View and manage your recurring sales by navigating to Sale → Recurring Sale.
Learn more about Recurring Orders/Invoices.
Dropshipping
Dropshipping is a supply chain management technique where the retailer does not keep inventory in stock. The retailer transfers customer orders and shipment details to either the manufacturer or a wholesaler, who then ships the goods directly to the customer. As in retail businesses, the majority of retailers make their profit on the difference between the wholesale and retail price, but some retailers earn an agreed percentage of the sales in commission, paid by the wholesaler to the retailer.
To use the dropship function, the products to be dropshipped must have suppliers attached. You can change a product's Dropship settings (Always Dropship, Optionally Dropship, Never Dropship) and attach suppliers from the Inventory module (Inventory → Products → [selected product]).
Learn more about Dropshipping.
Split Orders/Backorders
Backorders and Split Orders involve processing sales that do not have enough stock on hand to be fulfilled. Sales Orders can be authorized even if there is not enough inventory in stock to fulfil them. When attempting to authorize the sale order, an error message will be displayed, and you will be prompted to choose either Split Order or Backorder.
Split Order will cause a new Sale Order to be generated automatically. The original Sale Order will be amended, so the item quantity reflects the amount in stock. This Sale Order can be fulfilled and invoiced immediately. A second Sale Order with the remaining item quantity will be created. This can be saved for when the required inventory is in stock, then fulfilled and invoiced in a separate order.
Backorder will wait until all the required quantity of items are in stock before fulfilling the sale order.
In both cases, the outstanding item quantity will be backordered (a purchase order for the remaining items will be created).
To use the backorder function, the products to be backordered must have suppliers attached (this is done from the Inventory → Products → [selected product] screen).
Learn more about Split Orders/Backorders.
Customer Credit Notes/Refunds
A credit note is considered a negative invoice. It is a way to amend the details of a sale order or invoice after it has already been authorized, for example, if a unit price has been overcharged, if a shipment is partially or completely incorrect or damage, for a discount applied to an order once the sale order is completed, or to refund an order. It is also possible to create standalone customer credit note that is not linked to any particular sale.
Learn more about Customer Credit Notes/Refunds.
Customer Credits/Deposits
Customer credit is money that you owe to the customer, and which can be used against future payments.
Customer credits can arise from credit notes issued as store credit rather than cash payment, prepayments, overpayments and laybys/store credit from POS. You can view and manage your Customer Credits/Deposits by navigating to Sale → Customer Credits.
Learn more about Customer Credits/Deposits.
Product Discounts and Product Deals
Cin7 Core provides the ability to add discounts and markups to products. These can be applied at the product level, customer group level and individual customer level. Examples of product discounts are a 10% discount, a $10 discount, discounts if multiple items are purchased, and free shipping.
More complicated combinations of discounts (deals) that are applied at the shopping-cart level can be set up in the Product Deals section. Product Deals can be used to apply or combine discounts at the shopping cart level for your customers, for example, if the customer's shopping cart has met specific criteria, such as including certain products or brands or meeting a certain order amount. You can also create store-wide Product Deals, or issue coupons which allow certain customers or groups of customers to benefit from a deal.
You can view and manage your Product Discounts and Product Deals by navigating to Settings → Reference Books → Stock → Product Discounts/Product Deals.
Learn more about Product Discounts and Product Deals.
Gift Cards
You can offer Gift Cards to your customers that they can then use to pay for your products and services. Gift Cards can be used for in-app sales as well as for the B2B and POS sale channels. Gift Cards must be enabled and set up in Cin7 Core before they can be used for in-app sales or in POS or B2B sales channels. You can view and manage your Gift Cards by navigating to Sale → Gift Cards.
Learn more about Gift Cards.
Useful Information
Manufacturing
The Cin7 Core Manufacturing module covers all processes involving assembling and disassembling your inventory and manufacturing operations. Here are some of the production features you are likely to use in your operations. Standard Manufacturing features are available to all users, while Advanced Manufacturing requires an add-on to your subscription.
Bill of Materials
A Bill of Materials (BoM) specifies the component products that make up a larger product. You need to specify a Bill of Materials for products before you can perform assembly/disassembly functions. You can add a Bill of Materials to a product through the product screen (Inventory → Products → [selected product]).
Learn more about the Bill of Materials.
Assembly
Assembly puts together finished goods from component parts. This function helps you keep track of the use of raw materials as well as associated costs throughout the manufacturing process. The finished goods function can only be used to assemble items that have a Bill of Materials showing their component parts. Create new finished goods by navigating to Production → New → Assembly or Production → Assemblies and clicking +.
Learn more about Finished Goods Assembly.
Disassembly
Disassembly can be used to break down inventory items into components. It can also be used to perform unit conversions, e.g. from tons to kilos. The disassembly function can only be used with items that have a Bill of Materials showing their component parts. Create new disassembly actions by navigating to Production → New → Disassembly or Production → Disassemblies and clicking +.
Learn more about Disassembly.
Production
Production orders are used for manufacturing processes that are more complex than simple assembly/disassembly. For example, when resources (labour, machines, etc.) of limited capacity are required to produce finished goods and must be scheduled in advance. This is an Advanced Manufacturing feature and requires an add-on to your subscription.
Learn more about Getting Started with the Advanced Manufacturing Module.
Job Costing
The Job Costing module can be used to keep track of expenditure which has gone into performing a job for a customer. Expenditure can be both inventory and service in nature and include your own services/inventory and those of suppliers. The Job Costing module can be used to accumulate this expenditure and produce an invoice for the customer, adding a margin if required. This is an Advanced Manufacturing feature and requires an add-on to your subscription.
Learn more about Job Costing.
Useful Information
Financials
The Cin7 Core Financials module covers processes involving expenses and money. Here are some of the financial features you are likely to use in your operations.
Money Tasks (Spend Money, Receive Money, Transfer Money)
These functions allow you to quickly input into Cin7 Core the money entering and leaving your bank accounts. You will have to reconcile your bank statements with each transaction in Cin7 Core. Learn more about bank reconciliation. Create a new money task by navigating to Financials → New → Spend Money/Receive Money/Transfer Money or Financials → Money Tasks and click +.
Learn more about Money Tasks.
Fixed Assets and Depreciation
The term fixed assets generally refers to the long-term assets, tangible assets used in a business that are classified as property, plant and equipment. Cin7 Core allows you to add new fixed assets to your inventory, register/un-register fixed assets and calculate depreciation for fixed assets.
Learn more about Fixed Assets and Depreciation.
Receipts and Expense Claims
Users can enter receipts for any spending that they have incurred on behalf of the business and submit these receipts on an Expense Claim so they can be reimbursed. Authorized users can view expense claims and approve or deny them. Submit a new Expense Claim Receipt by navigating to Financials → New → Receipt, view and authorize expense claims by navigating to Financials → Expense Claims.
Learn more about Receipts and Expense Claims.
Manual Journals
Users can add or edit a manual journal in Cin7 Core, then save it as a draft or post it to the general ledger. Manual journals can be used for any transaction the accountant wishes to post directly to the General Ledger. Create new journals by navigating to Financials → New → Journal Financials → Journals and clicking +.
An Activity Log is kept of changes to journal entries, including creation, edit, void, and identifies which user performed each action. They can be viewed by going to the Activity Logs tab of each journal entry.
Learn more about Manual Journals.
Useful Information:
Connect Third-Party Integrations
Cin7 Core supports integration with many other business programs, such as e-commerce platforms and marketplaces, payment channels, fulfilment services, CRMs and more. Our most popular integrations are listed below in this guide.
Each subscription plan contains a number of external integration licenses, adding further integrations require additional external integration licenses to be added to your subscription. Integration with payment processors does not require an additional add-on to your subscription.
Useful Information
Sales Channels
Cin7 Core allows you to connect a variety of marketplaces and e-commerce platforms to your inventory management system.
Payment Channels
Cin7 Core generates electronic documents (PDF, e-mail content) to enable your customers to pay quotes and invoices seamlessly. Payment documents can contain Pay Links, a link which takes customers through the Cin7 Core Payment workflow. Cin7 Core supports Stripe, Paypal, and more as payment processors, and one payment document can contain links to both payment processors.
Square Point of Sale is a free Android point-of-sale app and an ideal payment processor to use with Cin7 Core POS. Accept debit and credit cards with Square Reader for magstripe, and accept EMV chip cards and Android Pay with Square Reader for contactless and chip.
Integration with payment processors does not require an add-on to your subscription.
Shipping/Fulfillment Services
Cin7 Core supports integration with a variety of shipping and fulfilment services.
Cin7 Core B2B Portal
Cin7 Core B2B eCommerce portal has been designed to enable your customers to browse and order from your catalogue 24/7. Our online portal provides a scalable and flexible platform uniquely focused on companies doing business with each other. For example, manufacturers selling to distributors and wholesalers selling to retailers.
Each B2B portal requires an add-on to your base subscription.
Useful Information
Setting up your B2B Portal
To begin setting up your custom B2B portal, please navigate to Integration → Cin7 Core B2B portals. You can add multiple B2B portals for different customers or groups of customers if necessary, although you will need to specify how many B2B portals you want on your Cin7 Core subscription.
Learn more about Setting up your B2B Portal.
Customising your Portal Appearance
In the Appearance tab, you can customise how your portal or portals look to your customers. You can upload your company logo, change the portal colour scheme and change how your customers browse your products via the navigation bars.
Learn more about changing the Appearance of your Portal.
Adding Products to your Portal Catalog
You can show or hide products from appearing in the customer’s B2B portal view. Each portal can display a specific catalogue of products, for example, if you maintain multiple brands, you may consider publishing products from a specific brand to a particular B2B portal associated with this brand.
Learn more about Adding Products to your Portal Catalog.
Invite Customers and Sales Reps to use the B2B Portal
You're now ready to invite customers individually to order your products from your portal. Once invited, your customer will receive an email inviting them to create an account on your B2B portal. The B2B portal functions very similarly to any standard eCommerce platform, with a few additional features and functionalities tailored to B2B customers.
Some customers prefer to use a Sales Rep to order on their behalf. To invite a Sales Rep to your B2B portal, click Sale Rep Invitation in the Invitations tab, enter the Sale Rep email and send. The Sale Rep will be sent an invitation to sign up to the B2B portal, where they can make sales on behalf of any active customer.
Learn more about Inviting Customers and Sales Reps to use the B2B Portal.
Cin7 Core Point-of-Sale (POS) App
The Cin7 Core Point of Sale (POS) platform provides advanced, multi-directional integration with Cin7 Core. In general, the integration between Cin7 Core POS and Cin7 Core web works in the following manner:
Customers purchase goods in store via Cin7 Core POS.
Cin7 Core POS sends the details of each sales order to Cin7 Core.
Cin7 Core creates a pending order in the staging area for each sale. Stock is immediately allocated to sales.
Depending on how Cin7 Core Point of Sale is configured, pending sales can be converted to Cin7 Core with stock, then written off from the inventory account.
You will need to specify how many POS connections you require in your Cin7 Core subscription. Each register requires an additional license.
In this Getting Started Guide, we will cover the basic features of Cin7 Core POS; however, many more interesting features are available to help you manage your POS transactions. Please take a look at the Cin7 Core Support POS category to learn more.
Useful Information
Cin7 Core POS - Quick Keys Set Up: Add buttons called Quick keys to quickly put through sales of your most popular products.
Loyalty in Cin7 Core POS:Loyalty is a system where your customers earn dollars to spend in your store with every purchase they make.
Set up Cin7 Core POS
Add a new POS store:
Navigate to the Integrations Tab and select Cin7 Core Point of Sale.
On the Integrations page, you may either click the + icon to add a new POS point or click an existing POS point.
Once a POS point is created or chosen, proceed to the Setup Tab and fill in all the required fields. See Integration Settings for more details on the different fields.
Learn more about Setting up Cin7 Core POS.
POS Locations, Outlets and Registers
For businesses that are operating from multiple locations, setting up additional outlets will help you manage your inventory and track your sales effectively from every location. You can add outlets and registers by navigating to the Outlets Tab.
Learn more about adding Locations, Outlets and Registers.
Add Users to Cin7 Core POS
You must add users to Cin7 Core POS before they can use the point of sale system to make sales. To access your POS store, go to https://pos.dearsystems.com. Users accessing POS for the first time will need to use a generic password that should have been set in the Setup Tab. Upon logging in, users will be prompted to reset and create their own password.
Administrator, Cashier and Manager roles are available for users. Learn more about Adding Users to Cin7 Core POS.
Listing Products on Cin7 Core POS
Items listed in your Cin7 Core inventory can be listed on your POS store. There are two ways to add your products into Cin7 Core POS, one-by-one or using the Bulk Listing function.
Learn more about the Catalog and Bulk Listing.
Cin7 Core Warehouse Management Solution (WMS) App
Warehouse Management System (WMS) is Cin7 Core's user-friendly warehouse management mobile app, where you can direct users to pick, pack, restock, put away, lookup stock and more, scanning barcodes with your device or integrated barcode scanner. Sync information automatically between the application and Cin7 Core to keep stock levels always up to date between your warehouses and your office.
To use Cin7 Core WMS, Pick and Pack MUST be set to manual, not automatic. To change this setting go to Settings → General Settings → Sales Process Customisation.
Setting up Cin7 Core WMS App
The Cin7 Core WMS app is available to download for free on Google Play Store and Apple store.
Navigate to Play Store or Apple store on your mobile or device.
Search for Cin7 Core WMS and tap Install.
Once the app is installed, tap Open.
Log in to the app using the login credentials of your account.
You will now be able to use the Cin7 Core WMS mobile app.
Using Cin7 Core WMS App
Cin7 Core WMS supports the following operations and more:
Pick: Pick items easily either manually or using a barcode scanner from the warehouse to be included in the customer order.
Pack: Gather and pack the picked items to prepare them for shipment to the customer.
Receive: Receive inventory with or without purchase orders. You can also change the location of the inventory within a location (Bin Transfer).
Stocktake: Allows the user to verify the quantities and the condition of the stock physically in a specific location/warehouse.
Write-off: Write off inventory which has been lost, stolen, damaged, given away or used internally.
Working Area: Set a specific Cin7 Core store and location as your Working Area to pick from.
Print Labels: Prints product labels (if connected to a suitable printer) or saves product labels as a PDF.
Log Out: Log out of the Cin7 Core store and app.
About: View the mobile application version details.
All Cin7 Core plans include Standard WMS features, however, subscribers to Advanced WMS have some additional features to enjoy. Advanced WMS is available for subscribers to Cin7 Core Pro and Advanced. See detailed information in Introduction to Warehouse Management System (WMS).