Brightpearl Automation app actions

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:

  • Add a free SKU
  • Allocate stock
  • Create Purchase order
  • Create Warehouse transfer
  • Fulfil order
  • Invoice order
  • Remove tag from customer
  • Tag customer
  • Unallocate stock
  • Update custom fields
  • Update delivery date
  • Update nominal code
  • Update shipping method
  • Update status
  • Update warehouse

Add a free SKU

This action will add a free item to the sales order on a new row. The SKU must be an inventory managed item and it must be on-hand in the warehouse assigned to the order.

Select the action, then Enter then Brightpearl Product ID (visible under the SKU in the Product list view (or in the URL of the Product page, after 'pID=XXXX'). Once you've entered a valid SKU, you'll then be able to enter the Quantity you want to be added (usually 1).


This action cannot be applied to an invoiced order, and we would recommend ensuring the item is added before the sales order is fulfilled.

Allocate stock 

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.

Create warehouse transfer

This action will automatically raise a warehouse transfer to move the goods between warehouses. 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?
  • Whether to do a partial transfer - should Automation create the transfer even when not all products on the sales order are available from the chosen warehouse(s)?
  • Warehouses can be chosen and prioritized if tranfers should be attempted from other warehouses
  • The warehouse to transfer to
  • You can choose a prefix for the Transfer reference to make identification easier. This needs to be a unique value, so we append the order ID, warehouse ID and the date.
  • Specify the Shipping method, if appropriate.

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 or Remove tag from 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. 

It's also possible to automatically Remove the Tag from a customer, which simply carries out the opposite action to the one described above.

Unallocate stock

Some actions, such as Updating the Order warehouse, are not possible if stock has been allocated to the order. In this case, you can unallocate the stock first, using this action.

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 delivery date

This action allows you to update the delivery date field of a sales order. You can choose to update the existing date by adding or subtracting days to the date already there, or to the day the action is applied to the order. Alternatively, you can specify a specific date.


For example, if you're updating the order to use a 'Next day' shipping service, you could also update the delivery date to be the next day (by choosing 'Current date...' and entering '1' into the field).

Update nominal code

This action allows you to update the nominal/account code for specified rows within a sales order.

After selecting this action, choose the nominal/account code you want to update to in the top-most drop-down box. You can then define whether you want some or all of the rows within the sales order updated, based on the input (original) nominal code, the SKU of the product in the order row, or the product category. Leaving these filters blank will mean that all order rows for orders meeting the conditions specified will be updated.

Note that this action must be applied before an order is invoiced. It's not possible to change the nominal/account code on a sales order row after invoicing.

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 unallocated before the action can be successfully applied. You may use the 'Unallocate stock' action for this.

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