Online accounts / web portal

Introduction

Every Brightpearl account comes with a built-in web portal. The web portal allows both customers and vendors to view their account online.

Customers can:

  • View their quotes, orders and invoices and see how they are progressing
  • View any comments on their orders
  • Reprint invoices
  • Approve quotes
  • Pay for orders/invoices online (requires integrated payment provider)
  • View financial statements
  • Update personal information
  • Submit, track and follow up on enquiries via the Helpdesk

Vendors can:

  • Acknowledge receipt of orders and add a reference number
  • Confirm shipment of orders

The web portal can be accessed in a couple of ways:

  • Direct URL
  • Single click email link

An unstyled web portal looks like this:

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Customizing the web portal

Minor changes can be made to the web portal under Settings > Company > Web portal.

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The background and header colors can be edited, and CSS can be added to customize the appearance.

How to add a logo to the web portal

Your default channel branding logo will be used for the web portal.

Logo images must be a JPEG. They will be resized to 200px wide by 120px high.

  1. Go to Settings > Company > Channels.
  2. Select the default channel.
  3. Upload the logo and save.

Web portal URL

The web portal is accessed using the following URLs, depending on the data center of the Brightpearl account (found in the account login URL):

  • USE1:  http://portal-use1.brightpearlapp.com/index.php?c=accountID
  • EUW1: http://portal-euw1.brightpearlapp.com/index.php?c=accountID

Remember to update the accountID at the end of the URL to your own account ID.

An easy way to find the login screen is to go to Settings > Company > Web portal and click the "Preview your portal" link.

How to give a contact a login to the web portal

The contact can gain access to the portal by navigating to the web portal and clicking on the forgotten password link.

They can enter their email address, and as long as it matches the email address on their contact record, a password will be emailed to them.

All users will need to exist in the Brightpearl back office before they can log in to the web portal. Users can enter themselves using a SmartForm, but will otherwise have to be entered in the back end.

Note that contacts must have a unique email address in order for their password reset link to be sent reliably (i.e. no other contacts in Brightpearl should share the email address).

One click login

When you email quotes and invoices to customers or vendors, the email body will contain a link to view the order on the web portal. The link allows the contact to open the document in the web portal without having to enter their log in details.

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To send emails without this link, go to Settings > Sales > Sales settings and choose to hide the link to the portal.

Quotes/orders in the web portal

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Order status

You may wish to hide certain sales from customers - for example, sales that are still in the "opportunity" stage, or draft quotes. To ensure contacts are only able to see the orders you want them to, you can choose whether each order status is "public" or "private" by going to Settings > Sales > Sales statuses (or Settings > Purchases > Purchase statuses) and clicking the pencil next to the status.

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Only public orders, with the "Show orders on this status in your portal" setting set to "Yes", are displayed within the web portal.

Access

An order can be associated with a number of email addresses. 

If a contact exists in Brightpearl with any one of these email addresses, they will be able to see the details of the order if they log into the web portal. This allows multiple staff members at the client company to have access to the same up-to-date information.

Additionally, if you email an order to someone, then anyone logging into the portal with that email address can view the order.

Receiving payments via the web portal

To allow your customers to make payments via the web portal you will need to set up back office (MOTO) payment methods via the Brightpearl Payments app. Customers can then access the invoice documents on the portal to pay them.

Click here for more details.

Once a payment has been processed by the customer in the web portal, the system will create the accounting in Brightpearl and mark the invoice as paid where necessary.

Customer quote approval

Customers can approve any quote you give them from within the web portal.

To activate this functionality you will need to:

  • Create an "approved" order status, ensuring this is public on the web portal
  • Select that status as your "approved" status in the sales workflow settings

All the customer then needs to do is log in to the portal, open the quote, enter a comment and hit the Approve button.

The quote will automatically move to the "approved" order status so you know it is ready to be processed.

Vendors confirming receipt of orders - acknowledging

When you are sending purchase orders to vendors you will want to know that they have received them. They can do this online by logging into the web portal and acknowledging the order.

To activate this option you will need to:

  • Create an "acknowledged" order status, ensuring this is public on the web portal
  • Select that status as your "acknowledged" status in the purchase settings

All the vendor then needs to do is log in to their account and go to the Orders section, where they will see a list of purchase orders due to be acknowledged. They can then click the "View details" link, enter a reference and hit the Acknowledge button.

The purchase order will automatically move to the "acknowledged" order status and an "acknowledged" note will be added onto the order, so you know it is being processed by your supplier.

Vendor confirmation of shipment

When you have placed orders with vendors, particularly drop-ship purchase orders, you will want to know when the orders have been dispatched. They can do this online through the web portal. First of all you will need to:

  • Create a new "shipped" purchase order status
  • Select this status as your "shipped" status in the purchase settings

The supplier will need to log into their account, go to the orders section, search for the order and click the "View details" link.

They can confirm it as shipped by entering the shipping details in the comment area and saving.

The comment will be added to the notes on the order and it will automatically be moved to your "shipped" status.

FAQs

How do I hide the "Powered by Brightpearl" link in the web portal?

You can edit the way the web portal looks using CSS at Settings > Company > Web portal. You'll need to work with someone who knows CSS to hide the link.

Have more questions? Submit a request