Brightpearl Automation app actions

The Actions you're able to access depends on having an Action Pack installed alongside the Automation App in your Brightpearl App Store. If you wish to use actions not available on your account, please contact your Customer Success Manager (success@brightpearl.com).

If you haven't added an Action Pack, you can still experiment with Automation and see it in action before you buy. Everyone with the Automation App activated on their account will be able to create rules using the 'Update status' action.

 

Allocate stock 

This action will allocate stock to an order if all stock is available.

Use alternative warehouse

You can choose to allocate 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 allocation.

Note that allocation from multiple warehouses is not currently possible.

 

Create drop-ship order

This feature is available by request to beta+automation@brightpearl.com

The 'Create drop-ship order' allows you to automatically raise an order with a supplier to ship product(s) on a sales order directly to customers.

Due to the nature of rule using this action, it is recommended that when you first set up the drop-ship automation rule, you build in a manual approval step (through the PO status option, and avoiding automatically emailing the PO to the supplier) to ensure the order details are as you expect them to be, until you are comfortable removing this step.

Quantity to order

If an order meets the conditions you've set in your rules, you are then able to choose which of the items on an order. 'Unallocated inventory' means that only order rows which have not already been allocated stock will be ordered from the supplier. 'Same quantity as on the sale' means that all items on the order that can be ordered will be attempted (regardless of any prior allocation).

Supplier

You are able to choose which supplier you would like to order stock from by name, or you can ask Brightpearl to choose the Primary supplier or Cheapest supplier for each item.

Brightpearl supports price breaks for items, that is discounts for ordering higher quantities. If you want the PO to reflect the price breaks available as opposed to always using the single item price, select the 'Respect price breaks' option.

If you want a way to only drop-ship some specific products from some specific suppliers, choose 'Primary supplier' here, and only nominate a primary supplier for those items and suppliers you want to automatically drop-ship.

Purchase order status

The status of the PO that will be created can be set here.

Email supplier

It's possible to email the supplier the PO automatically. If you choose this option, you are able to specify the subject of the email and the template to be used. If this template field is left blank, we will use the channel brand's default drop-ship PO template (or the PO template, if that's not available). 

As noted above, it is recommended you choose not to use this until you are comfortable the order details are as you expected them to be. The email can be sent manually in any case by navigating to the PO and selecting the 'Email/Print' button. 

 

Fulfil order

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).

Partial fulfil

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.

Shipping method

You can choose a shipping method to apply if one hasn't been assigned.

 

Invoice order

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.

 

Tag customer

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 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. 

 

Update status

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).

 

Update warehouse

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.

 

 

Further reading

Brightpearl Automation app scheduling

Brightpearl Automation app FAQs & Troubleshooting

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