How Shopify POS Works with Brightpearl

Once Shopify is connected with Brightpearl you will see new customers, orders and payments downloading, even when using Shopify POS.

You can trial Shopify POS for free for 14 days - you don't even have to download the app to do so! Sign up for a trial  here .

Customers

In Shopify it is possible to process an anonymous sale, or you can choose to capture the customer's details.

  • Anonymous sales
    Since all orders in Brightpearl require a customer record, all anonymous sales will be record against a selected "anonymous" customer in Brightpearl.
  • Capturing customer details
    For those sales where the customer's details are collected a new customer record will be create in Brightpearl. The sale and all future sales will be recorded against that contact by matching the email address.

For the customer and sale to download you must capture the following pieces of detail:

  • First or last name
  • Email address
  • First line of their address
  • Postcode

Hint: If the customer isn't keen to leave all the details then enter false details - make sure you are able to recognize them as false though so that you don't try and use them.

Note that any amendments to a customer records in one application will not update the other - they will need to be made in both Brightpearl and Shopify.

Downloading sales / orders

When an order is processed through Shopify POS it will download into Brightpearl via the ecommerce connector. The download sequence is initiated immediately after the sale is completed so will download into Brightpearl in near real time.

Downloading sales credits / refunds

When a refund is processed through Shopify POS, it can be downloaded into Brightpearl as a sales credit. This feature is optional, as you may want to manage this separately.

You can define the exact behaviour behind this feature by selecting the relevant settings you are interested in using. You can select whether you’d like any transaction refunds to be captured in Brightpearl as sales receipts, and additionally if you’d like us to receive goods back into stock if you did so in Shopify POS. You can also select which of your sales credit statuses you’d like us to create the orders on.

shopify pos

To access the settings, go to our App store and select Setup against Shopify - these settings are located at the bottom of this list.

Products & inventory on sales

Where the purchased items exist as products in Brightpearl with a matching SKU they will be added onto the order in Brightpearl and the inventory is automatically allocated (reserved). If your Shopify POS settings are also automatically marking orders as fulfilled then the order in Brightpearl will also be fulfilled and shipped (assuming all inventory is available). If you have chosen to deactivate auto-fulfillment of Shopify POS orders (Shopify setting) then you will need to fulfill and ship the orders in Brightpearl. This will also update the orders in Shopify to mark them as complete.

Miscellaneous items on sales

Items sold through Shopify POS which do not exist in Brightpearl, or are not matched by SKU, will be added as non-stock tracked line items which do not get shipped in Brightpearl. If a product does exist or that it needs to be created in Brightpearl, you can simply edit the order in Brightpearl to remove the miscellaneous line and add the real product then allocate the inventory. You will need to then manually fulfill and ship the order in Brightpearl.

An ecommerce alert will be created to inform you of any orders where miscellaneous items have been added:

pos channel alert

rn456 alerts

Multiple terminals, stores & warehouses

Brightpearl has the option of using multiple warehouses for managing your inventory. When you have separate stores and storage units you are likely to have multiple warehouses set up in Brightpearl so that you can see where your items are. Although Shopify does not support multiple warehouses you can still choose to use inventory from separate warehouses in Brightpearl to fulfill sales made via your Shopify website and Shopify store with POS.

Multiple POS terminals at the same store

You can have multiple POS terminals using a single Shopify account. This means that you have several tills selling items from the shelves of that one store. In this scenario, all sales will download into Brightpearl and take inventory from the same warehouse.

Multiple POS terminals at different stores

If you have multiple stores then your POS terminals will be at different physical locations. With Brightpearl you are able to create separate warehouses in order to manage the inventory at those separate locations. But since Shopify doesn't support multiple warehouses you will need to have separate Shopify accounts in order for the sales to be separated between the different stores. You will then be able to report on sales made by each store (using sales channels) and manage inventory for each store (warehouses).

rn456 shopify pos

Discounts

Discount will be displayed on the order in Brightpearl as an extra miscellaneous line item.

Orders notes

Notes added to a sale in Shopify POS will be displayed in the notes and payment history tab of the order in Brightpearl.

Payments

Payments taken against a sale made in Shopify POS will download into Brightpearl with the order. The sales receipt will be created, the accounting posted and the order marked as paid.

Payments can be split into separate account codes for cash and card payments for accounting purposes.

Part payments & deposits

A part payment or deposit taken at the point the sale is processed in Shopify POS will download into Brightpearl along with the order. Any payments processed at a later date/time will not be downloaded and will need to be manually processed in Brightpearl to mark the order as paid and create the sales receipt accounting.

Refunds

Refunds processed in Shopify POS can be downloaded into Brightpearl with the sales credit, if you enable the relevant settings within your Shopify setup. The sales receipt will be created, the accounting posted and the sales credit marked as refunded.

Completing the order

All orders will need to be marked as shipped and invoiced in Brightpearl.

Invoicing will always need to be done manually in Brightpearl - this can be done in bulk.

Orders in Brightpearl will automatically be marked as shipped where Shopify POS is set to auto-fulfill sales. This relies on the stock-tracked Brightpearl products being matched by SKU and the items being available in on-hand inventory. Where Shopify POS is not set to auto-fulfill sales then the available inventory will be allocated to the orders in Brightpearl but they will need to be manually fulfilled and shipped. Once this happens in Brightpearl then the sale will also be updated in Shopify.

Summary

Here is a list of the things mentioned in this guide which are important to remember to ensure your app works effectively:

  • Every sale through Shopify POS will require a customer record for it to download to Brightpearl, but don't worry, all you need is to set up an "anonymous" customer record in Brightpearl and enter the contact ID in the setup.
  • If you choose to capture customer details for a sale ensure that you record a name, email, address line 1 and postcode. Not only is this useful for your marketing but they are required for creating the contact in Brightpearl. If the contact can't be created then the order can't download. If you want to skip these field simply enter some false details.
  • Payments can only be downloaded when they are processed at the same time the order is created. This means that a deposit taken when the order is placed will download, but an additional payment made later will need to be entered in Shopify and also in manually in Brightpearl.
  • Once downloaded to Brightpearl an order is automatically marked as shipped (as long as stock tracked products are matched by SKU and they are available in stock).
  • Orders will need to be manually marked as invoiced in Brightpearl.
 
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