Workday Financial Management and Cin7 integration

What moves between them

Purchase orders and supplier invoices flow from Workday Financial Management into Cin7 Core on a polling schedule, typically daily or after each procurement cycle. Suppliers are synced bidirectionally so that new suppliers created in either system are available for purchase matching. GL accounts and cost allocations are mapped from Workday to Cin7 so that invoices posted into Cin7 land on the correct accounts and worktags. The flow is primarily inbound to Cin7, since Cin7's chart of accounts is read-only and Workday remains the source of truth for GL structure and supplier master data.

How ml-connector handles it

ml-connector manages Workday's OAuth2 access token refresh on each call, since tokens expire after one hour and must be re-acquired from the manual refresh token stored encrypted in the connector. It polls Workday's supplier invoices and purchase orders on a daily schedule using date-range filters to avoid re-reading historical data, and backs off on 429 responses if tenant rate limits are hit. Suppliers are fetched with a longer interval to reduce load, since master data changes less frequently than transactions. On the Cin7 side, ml-connector maps Workday purchase order and invoice records to Cin7's Purchase entity using the Approach field to set ORDER, INVOICE, and RECEIVE statuses in the correct sequence. GL accounts and worktags from Workday are validated against Cin7's chart of accounts before posting, so invoices land on accounts that exist in both systems. Cin7's read-only chart of accounts means invoice GL allocation happens at the Workday source, not at Cin7. Every record carries audit metadata including the original Workday transaction ID, source system timestamp, and sync outcome.

A real-world example

A growing mid-market distributor runs Workday Financial Management for AR, AP, and GL, and uses Cin7 Core to manage product inventory, purchase orders, and order fulfillment. Before integration, the procurement team created purchase orders in Cin7, then manually keyed them into Workday for AP and GL visibility, creating duplicate work and reconciliation friction at month-end close. When supplier invoices arrived, they entered them again into both systems and had to match GL account assignments by hand. With Workday and Cin7 connected, purchase orders created in Cin7 are automatically pulled into Workday's AP workflow, supplier invoices from Workday post into Cin7's purchase records, and the GL allocation decided in Workday is preserved in the audit trail. Inventory, procurement, and accounting now move together without re-keying.

What you can do

• •Sync purchase orders from Workday Financial Management into Cin7 Core's procurement workflow with order status tracking.
• •Pull supplier invoices from Workday and post them into Cin7 using the correct purchase and payment status via the Approach field.
• •Keep suppliers in sync between systems so new vendor records are available for matching and payment in both platforms.
• •Map Workday GL accounts and worktags to Cin7's chart of accounts so invoices land on the correct GL dimensions.
• •Poll Workday on a daily schedule with OAuth2 token refresh and rate-limit backoff, maintaining a full audit trail of every sync.

Questions

Can purchase orders and invoices move in both directions between Workday and Cin7?

No. The flow is primarily from Workday Financial Management into Cin7 Core. Purchase orders and invoices are read from Workday and posted into Cin7's procurement workflow. Cin7's chart of accounts is read-only, so GL allocation is determined by Workday's GL structure and does not move back to Workday.

How does ml-connector handle Workday's OAuth2 token expiry?

Workday access tokens expire after one hour. ml-connector stores the manual refresh token encrypted and automatically exchanges it for a new access token before each API call that would fail. The refresh token itself is long-lived and does not require regular renewal.

What happens if Workday and Cin7 have different GL account structures?

ml-connector maps Workday GL accounts and worktags to Cin7's chart of accounts before posting invoices. If an account in Workday does not exist in Cin7, the record is flagged in the audit trail and held for manual review rather than failing silently or posting to a default account.