Cin7 Core (DEAR) Integration

1. Connect EzzyBills to Cin7 Core

• Step-by-step guide: Connect EzzyBills to Your Cin7 Core Account

2. Let EzzyBills Create Items in Cin7 for You

Before processing invoices, it’s worth setting this up so EzzyBills can create missing items automatically rather than returning an error.

Go to Settings > Advanced Options and either tick Allow EzzyBills To Create New Items, or set Default Item Code to AUTO.

If this setting is left empty, EzzyBills will not be able to create new items in Cin7 — invoices with unmatched items will fail instead.

3. Import Supplier Invoices into Cin7 Core via EzzyBills (Matching with a PO)

Once connected, you can start uploading supplier invoices to EzzyBills — by file upload, email, or the EzzyBills phone app. Here’s what happens behind the scenes:

1. EzzyBills extracts the PO number from the invoice and searches Cin7 for a matching PO with the same number. (If no match is found, see Section 4 below.)
2. Once a matching PO is found and it’s Authorised (see screenshot below), EzzyBills matches each bill line to a PO line. Any bill line that doesn’t exist on the PO — such as a freight charge — is added as an “Additional Cost.” The source document is then attached to the PO.

From there, finish the process in Cin7:

• Authorise the invoice in Cin7.
• Once you receive the stock in your warehouse, click Add Stock Receiving, then Copy From Invoice. Edit the lines to verify the received items, then click Authorise.

Once all stock is received, Cin7 will automatically update the PO status to “Received.” This last step can also be automated by EzzyBills — if you’d like it set up, contact us at support@ezzydoc.com.

4. What If the Matching PO Is Not Found?

If the PO isn’t found in Cin7, or its status is wrong (for example, it’s already closed), EzzyBills returns an error like the one below — and sends you an automatic email as well.

Follow the instructions in this guide to resolve a PO matching issue.

5. Case Studies: Processing Supplier Invoices to Cin7 via EzzyBills

How EzzyBills handles an invoice depends on the state of the PO in Cin7 at the time of upload. There are three common scenarios:

1. No PO has been created yet.
2. A PO exists in Cin7, but no lines have been added.
3. A PO exists in Cin7 with lines already added, and “Blind Receipt” is ticked.

Case 1: No PO Exists — EzzyBills Creates One from the Invoice

• Email the invoice to #.purchase@ezzybills.com, where #@ezzybills.com is your normal EzzyBills upload email.
• If it’s a new supplier, you’ll first need to manually create a supplier in Cin7 called “Default,” with every field filled in (screenshot). EzzyBills reads these values and uses them to create the new supplier. Note: Cin7 now requires certain fields — such as payment terms — to be set when creating a new supplier, but the Cin7 API doesn’t expose default values for them. Copying from the “Default” supplier is a workaround.
• EzzyBills processes the invoice, creates a draft PO in Cin7 with lines, and attaches the invoice file to the purchase. Screenshot of a PO created by EzzyBills from an invoice

Note: you’ll still need to invoice and receive the PO in Cin7 the normal way — click Authorise on the PO, then + Invoicing & Receiving, then Copy Remaining from Order to fill in the lines. Screenshot of invoicing and receiving a PO manually

Case 2: PO Exists in Cin7, but Has No Lines Yet

Upload the invoice as usual (drag/drop or email). EzzyBills will process it and locate the PO in Cin7 — what happens next depends on the PO’s “Blind Receipt” setting.

If “Blind Receipt” is not checked (screenshot): the PO can’t be invoiced, because an empty PO can’t be authorised in Cin7. EzzyBills returns the error: “Failed to create Receipt – Purchase task Order Status is not AUTHORISED.”

If “Blind Receipt” is checked — meaning this purchase has no purchase order — EzzyBills creates the invoice lines directly and attaches the invoice file:

• Screenshot of EzzyBills creating a blind invoice/receipt without a purchase order
• Screenshot of the resulting invoice/receipt

Case 3: PO Exists in Cin7, with Lines Already Added

Upload the invoice as usual. EzzyBills locates the PO in Cin7, matches each line, adds an additional cost line for anything extra on the invoice, then creates the invoice and attaches the file to the PO. Screenshot

6. Create a Bill Without a PO in Cin7

If you’d rather skip the PO step entirely, EzzyBills can create bills directly. This requires a special workflow task called “Create PO.”

Setting it up:

• Log in to EzzyBills, click Workflow, and create a new workflow with the “Create PO” task inserted before “Cin7 Export.” This workflow should not include the “Check PO Exists” task. See an example “Create PO” workflow.
• If all your invoices have no matching PO in Cin7, set this new workflow as your “active” workflow. Otherwise, keep your standard Cin7 workflow (which requires a matching PO) active, and use this workflow’s dedicated email address whenever you need it.

How it works: when you upload a bill, EzzyBills will:

1. Automatically create a blind PO in an approved state, with Invoice First.
2. Check each bill item against your PRODUCT list in Cin7 — using fuzzy description matching where needed — to find the matching internal code. Example of a PRODUCT entry in Cin7
3. Create the invoice in Cin7 using those matched internal codes.

Note: if a bill item has no match in Cin7, EzzyBills returns an error unless “Default Item Code” is set to “AUTO” (see Section 2 above). With AUTO enabled, EzzyBills creates the missing item codes in Cin7 automatically before exporting.

For example, in this invoice created by EzzyBills, CCDP10008 is the supplier’s SKU on the bill. Cin7’s internal code for the same item is NAK10008 — so NAK10008 is what gets used when exporting.

7. Import a Sale Order into Cin7 via EzzyBills

7.1 Set up Cin7 first

To extract the customer’s name from a sale order, that customer must already exist in Cin7’s customer list.

EzzyBills can create new customers automatically for some sale orders — for example, by reading the customer name next to “Invoice To” or “Bill To.”

For this to work, set up a customer in Cin7 called “Default,” with its Tax Rule set to “GST on Income” and a currency added. Currently, only the “GST on Income” rule is supported for auto-created customers.

7.2 Create a workflow for sale orders

Log in to EzzyBills, click Workflow, then New Workflow, and choose Create Custom Workflow. Click Create, rename the workflow, and add the following tasks in order: Start → Pre-extract → Extract → Set Document Type → Finish.

Note: this workflow gets its own unique upload email address — use that address specifically for sale orders.

Drag the “Set Document Type” task into place just before Cin7 Export, then click its settings icon. Copy the set-sale-invoice example shown below into the settings box and click Save.

7.3 Upload your sale order

Either email it to the workflow’s dedicated address (from 7.2), or log in to EzzyBills, click the dropdown arrow on the “Drop bills here…” area, select the workflow, and drag/drop or choose the file.

7.4 About the sale invoice number

Cin7 generates its own sale order numbers automatically, so EzzyBills can’t set a custom one directly. Instead, EzzyBills reads the purchase order number from the original invoice and exports it into Cin7’s “Reference” field. Screenshot of the Reference field / screenshot of where the order number is read from