Back office reporting and order processing

Reviewing orders in Brightpearl

Recent sales for your store can be viewed via the main channel menu in Brightpearl. You can also access your store's sales by filtering the "Recent Sales" report by channel.

Order processing in Brightpearl

When a sale, refund or exchange is completed in POS, the transaction will be sent to Brightpearl’s back office creating a sales order, a sales credit, or, both.

(see How POS works with Brightpearl's backoffice).

The order's payment, invoice and inventory status will depend on exactly what happened in POS.

Payment status

If a full payment is taken in POS, then the order will be fully paid in Brightpearl. If an on account sale is processed, the order is unpaid. Finally, if a deposit is taken, then the order will be partially paid.

Product allocation, fulfilment and shipment

Depending on the fulfilment method chosen for each item on the sale in POS, Brightpearl will assign the relevant inventory allocation, fulfilment and shipment status.

Below is an example of a sales order with all three possible fulfilment methods (fulfil now, ship later and back order).

Note: all products are fulfilled, i.e. a goods out note has been created, with the exception of back ordered items.

It's important to note that there could be a discrepancy between your real inventory levels, i.e. what's actually available to sell in-store, and the inventory levels reported in Brightpearl. This can happen when inventory is physically moved without the system being updated. In this scenario, POS allows the order to go ahead, but there will be insufficient inventory to fulfil the sales order in Brightpearl. This will require a manual correction.

The table below shows the inventory status that applies to an item depending on two factors:

1. Whether it is on hand in the store's warehouse in Brightpearl
2. The fulfilment method chosen in POS.

The inventory update column indicates whether stock levels are adjusted in Brightpearl.

Item on hand	Fulfilment method	Allocated	Fulfilled	Shipped	Inventory update
Yes	Now	✓	✓	✓	Store's warehouse
No	Now	✗	✗	✗	No update
N/A	Ship later from X warehouse	✓	✓	✗	X warehouse
N/A	Back order	✗	✗	✗	No update

The sales list below shows orders fulfilled via different methods with varying inventory availability.

The table below describes scenarios which took place in-store, the resulting order's invoice and inventory status within Brightpearl, and an explanation of what happened to each order row. These scenarios assume that the automatic invoicing setting is on.

Order ID	Scenario	Order status	Order row status
3838	All items were fulfilled in-store.	Fully allocated Fully fulfilled Fully shipped Invoiced	All order rows are fulfilled and shipped.
3843	The customer chose to take some items now and have others shipped later. All products are available in the chosen warehouse.	Fully allocated Fully fulfilled Partially shipped Invoiced	Order rows fulfilled in-store are fulfilled and shipped. Order rows to be shipped later are fulfilled but not shipped.
3840	Everything on the order is to be shipped later. All products are available in the chosen warehouse.	Fully allocated Fully fulfilled Not shipped Invoiced	All order rows are fulfilled but not shipped.
3844	The customer purchased both items to take away today and items that are currently out-of-stock. The out-of-stock items are put on back order.	Partially allocated Partially fulfilled Partially shipped Invoiced	Order rows fulfilled in-store are fulfilled and shipped. Back ordered rows are neither allocated, fulfilled nor shipped.
3845	The customer purchased items which they took away today, however they are out-of-stock in Brightpearl. They also purchased items that are on hand, but chose to have them shipped later.	Partially allocated Partially fulfilled Not shipped Invoiced	Order rows with unavailable inventory are neither allocated, fulfilled nor shipped. Order rows to be shipped later are fulfilled but not shipped.
3842	The customer purchased items to take away today, however some of the items show as out-of-stock in Brightpearl.	Partially allocated Not fulfilled Not shipped Invoiced	Order rows with unavailable inventory are not allocated, not fulfilled and not shipped. Order rows with available inventory are allocated only.
3839	The customer purchased items to take away today, however they all show as out-of-stock in Brightpearl. Or Out-of-stock items are purchased and are back ordered.	Not allocated Not fulfilled Not shipped Invoiced	Order rows are neither allocated, fulfilled nor shipped.
3846	The customer purchased items to take away today, however they all show as out-of-stock in Brightpearl. And Out-of-stock items are purchased and are back ordered.	Not allocated Not fulfilled Not shipped Uninvoiced	Order rows are neither allocated, fulfilled nor shipped.

 

In case the automatic setting is off, the above scenarios will all result in sales not invoiced. For orders that cannot be allocated, you will need to either transfer inventory into the store's warehouse or carry out an inventory correction. Then allocate the inventory and fully fulfil and ship the order.