When a Sales Order meets all the conditions specified in an automation rule, the chosen actions will be applied.
Sales order actions
Here are the currently available automation actions:
- Allocate stock
- Create Purchase order
- Fulfil order
- Invoice order
- Tag customer
- Update custom fields
- Update shipping method
- Update status
- Update warehouse
This action will allocate stock to an order if all stock is available. If only some of the stock is available the allocation will not complete.
Alternative warehouses can be chosen and prioritized if allocation (in full) should be attempted from other warehouses. If all the stock is available somewhere else, the warehouse will be changed on the order and the allocation carried out.
Note that split allocation across multiple warehouses is not possible. A sales order can only have a single warehouse assigned.
Create Purchase order
This action will automatically raise a purchase order with a supplier to either ship the product(s) directly to the customer (drop ship) or to deliver the goods to your warehouse. When setting this action, specify:
- The quantity to order - should it be only the items remaining after allocation has been carried out or all the items on the sale?
- The supplier to order from, choose from the primary supplier (products must be assigned a primary supplier to be dropshipped) or cheapest supplier of the product. Check the box to respect price breaks and apply volume discounts, otherwise the single item price will always be applied. If only some products are dropshipped choose 'Primary supplier' and remove the primary supplier from the product record.
- Choose the purchase order status the new dropship purchase orders should be given.
- Specify whether to automatically email the supplier the new purchase orders. If activated, specify the email subject and template to use. If no template is chosen here the channel brand PO default template will be used (or the dropship PO for dropshipped orders).
Due to the nature of rule using this action, it is recommended that when first setting up the rule, a manual approval step is added and the orders are not automatically emailed to the supplier. Do this by giving the new POs a status which will allow them to be filtered out for review. Once the rule has been tested the usual PO status can be assigned and automated emailing switched on.
This action will automatically create a goods-out note. Fulfilment in the Automation app is the equivalent of 'Fulfil and ship later'.
Depending on your business processes, this could mean that the order immediately gets picked up for shipping - please ensure you are clear of the consequences of your rule when using auto-fulfilment of orders (for example, ensuring that only paid orders are automatically fulfilled and/or not orders with a draft or incomplete status).
You can choose to fulfil an order even when not all products on the sales order are available. Select this option under Partial fulfil.
If using partial fulfilment, note that each rule runs only once per order. This means that if an order is partially fulfilled, you will either need to manually complete fulfilment of that order, or fulfil the order completely using another automation rule (which looks for partially fulfilled, and fulfils the order with partial fulfilment set to 'No').
Use alternative warehouse
You can choose to fulfil from alternative warehouses if stock is not available from the order warehouse, to do this select 'Yes' from the drop-down and specify which warehouses to include and order in which you want to attempt fulfilment.
You can choose a shipping method to apply if one hasn't been assigned.
This action will set the Order as invoiced, creating all accounting journals as normal. A note will be included in the 'Notes and payment history' tab.
If you would like for the customer to be emailed a copy of the invoice, select the checkbox that appears below the action. The default invoice template will be used, with the branding taken from the sales order's channel.
This action will allow you to automatically tag customers based on their sales orders.
Use the conditions to determine which customers the tag should be applied to, but it could be based on what they're ordering, or where it's being sent.
If you're using Brightpearl's Mailchimp integration, then customers tagged with tags mapped to Mailchimp will appear in your mailing lists automatically.
Update custom field
This action allows you to write a value into a custom field either for the Sales Order or for the Customer placing the order.
Choose the custom field you want to update. The type of field will determine how you can populate it.
If you choose a text field, you are able to enter widgets (like with Brightpearl templates) that will be replaced with their respective values from the sales order when the rule is applied.
Update shipping method
This action allows you to set or change the shipping method if the conditions have been met. For example, if there is a list or a category of product which are always shipping using a specific courier, or if you always use next day delivery for sales from a particular channel, this would be the action to use.
Note that this action changes the order shipping method. This will not affect information on any Goods out notes that have already been created.
This action allows you to ensure orders move smoothly through the workflow without requiring manual input.
The order status is useful for tracking orders through your workflow but can also automatically trigger an email to a staff member if they need to be alerted of orders on a particular status (set this through Settings > Sales > Sales statuses).
This action can be used to alter the order warehouse value on the order.
Note that if stock has already been allocated from a warehouse, the stock will need to be manually unallocated before the action can be successfully applied.