CivilSafe 2.3. How to Add Additional Costs to a Purchase Order in Cin7 Core

Learn how to record additional expenses like shipping and attach supporting documentation to your purchase orders in Cin7 Core.

May 25, 2026 By Kristina Maruncic

This guide demonstrates how to add extra expenses such as shipping, cartage, or brokerage fees to an existing purchase order and attach the corresponding invoice. Properly recording these costs ensures accurate landed cost calculations and precise inventory valuation.

This workflow applies to purchasing managers, inventory controllers, and accounting staff responsible for reconciling purchase orders and updating expense records in Cin7 Core.

Before you start you need

Final supplier Commercial Invoice (already on the PO)
Freight forwarder invoice (sea freight)
Customs broker invoice (duty + broker fee + port charges, with GST line itemised)
Cartage invoice (port-to-warehouse transport)
Add the cost lines BEFORE you receipt the stock

Navigate to the Purchase Order

Step #1: Select Purchases from the dropdown menu to open your purchase list. — Select **Purchases** from the dropdown menu to open your purchase list.

Step #2: Click on the relevant purchase order (e.g., PO - 00011) to open its detailed view. — Click on the relevant purchase order (e.g., **PO - 00011**) to open its detailed view.

Record Additional Costs

Step #3: Scroll down to the Additional costs section and click the + (Add) icon to insert a new expense line. — Scroll down to the **Additional costs** section and click the + (Add) icon to insert a new expense line.

Add each cost as its own line.
Click the + for each invoice; shipping, duty, broker, cartage.
Enter: Description (e.g. "Shipping Charge", "Broker Charge")
Reference (the invoice number)
Quantity (usually 1), Price (the amount ex GST)
Tax Rule (see the tax note below).

Save

Ensure the quantity is set correctly (typically 1 for a single freight or brokerage charge) so the total cost calculates properly.

Upload Supporting Documents

It's best practice to attach the physical or digital invoice verifying the additional cost directly to the purchase order for auditing purposes.

Step #6: Click the Attachments tab at the top of the purchase order details. — Click the **Attachments** tab at the top of the purchase order details.

Step #7: Click Drop files here or click to upload to browse for and select your file, or drag and drop it into the designated box. — Click **Drop files here or click to upload** to browse for and select your file, or drag and drop it into the designated box.

Step #8: Click Save to apply the new costs and store the uploaded attachment on the purchase order. — Click **Save** to apply the new costs and store the uploaded attachment on the purchase order.

Record Additional Costs

Save

Ensure the quantity is set correctly (typically 1 for a single freight or brokerage charge) so the total cost calculates properly.

Upload Supporting Documents

It's best practice to attach the physical or digital invoice verifying the additional cost directly to the purchase order for auditing purposes.