Product Management (Magento)

 All documentation in this document relates to a previous version of the Brightpearl Magento extension which will be deactivated by September 2017. If you are using this previous version, please contact us about upgrading.

For help with the current extension, please see the Magento section. 


Brightpearl will be your "master product list" so a product record is required for every product you sell whether it is available on all your sales channels or only some of them. This allows Brightpearl to be your central inventory and order management system; product details will need to be managed on both Brightpearl and Magento.

The Connecting Magento documentation guides you through importing all your existing products. Here you can find help with managing your products going forward, adding new products and editing existing products.

Linking products

Products must be connected via the products list, using the Add or remove from channels > Manage eCommerce channel button. This allows select items to be connected to a specific Magento account. There are two options when connecting products:

  • Make available and continue selling when out of stock
    Connects the selected products to Magento. The products are set to "enabled" and will continue to sell even when the item is out of stock.  If you choose this option for a product that is already "disabled" on Magento; then the product will be connected, but we won't change the status to "enabled" for you. You would need to reselect this option to show that you want the product to be "enabled" in Magento.
  • Make available and stop selling when out of stock
    Connects the selected products to Magento. The products are set to "enabled" and but will be set as "out of stock" when the inventory level is zero, preventing customers from purchasing the item. Magento may be set to hide out of stock items so if you still want the listing to display make sure you check your inventory configuration.  If you choose this option for a product that is already "disabled" on Magento; then the product will be connected, but we won't change the status to "enabled" for you. You would need to reselect this option to show that you want the product to be "enabled" in Magento.

add to channel

Adding new products

When new items are added to the product range, records will need to be created in both Brightpearl and Magento with the same SKU. The SKU must be unique across the product range.

Variants

Both Brightpearl and Magento support products with variants, such as size or color. Each variation of an item will need a product record in Brightpearl and a product record in Magento with the same (and unique) SKU which can then be connected.

Brightpearl automatically groups variants when they all have the same item name, however, Magento requires a configurable product to be created in order to group the simple products. Configurable products are created only in Magento and are not connected to Brightpearl.

Bundles

Both Brightpearl and Magento support bundles of products. There are a few ways of setting up and managing bundles - create bundles in Brightpearl, create bundles in Magento or create bundles in both, just don't connect them!

Editing / deleting / disconnecting / disabling products

Product details are not synchronized between Brightpearl and Magento so changes to product details need to be made on both systems.

Editing SKUs

Once connected it is possible to edit product SKUs on either Brightpearl or Magento without affecting the connection. Changing a SKU on Brightpearl will not update Magento, and changing a SKU on Magento will not update Brightpearl.

Deleting products

If a product is deleted in Magento or in Brightpearl the connection is broken. If new products are created they can be connected up SKU-to-SKU as normal.

Disconnecting products

Products can be disconnected via the  Add or remove from channels > Manage eCommerce channel  button on the product list.

Disabling products

Disabling is not the same as disconnecting. If a product is disabled the connection is maintained but the product is set to "Disabled" on Magento, therefore the product cannot be seen or purchased via the Magento website. Where store synchronizing is active updates to the product, inventory and prices will continue to be made on Magento.

Product customization (custom options)

Custom options can be added to products in Magento to allow a customer to customize their purchase, for example with an engraving. These custom options must be created in Magento and cannot be controlled from Brightpearl. When custom options are applied to an order the details will download into Brightpearl and display on the order line item.

product management customization

Collections & tags

These details are not synchronized between Brightpearl and Magento . This data varies greatly across all sales channels, each one providing different options and structures to give you the best opportunity to get your product to customers. This deserves the time to be managed directly in Magento and cannot be driven from a hub system, like Brightpearl.

Product categories

Every product on Magento must be assigned to a category for it to display on the website.

It is possible for Brightpearl to manage categories on Magento or to switch off category management and assign them directly within Magento.

Inventory management

The inventory level is updated on Magento when the on-hand level changes in Brightpearl, or if the product is re-saved or disconnected and reconnected with Magento (when inventory sync is active). The on hand level can be from a single warehouse or the combined quantity on hand for multiple warehouses. Select which warehouses to use for inventory management on the relevant sales channel at Settings > Company > Channels .

Price management

Brightpearl is able to manage the main product and customer groups prices as well as tier pricing on Magento.

Related how to guides - Magento product management

How to connect products to Magento SKU-to-SKU

  1. In Brightpearl, go to  Products > List products / services .
  2. Select each product to be connected / published on Magento. We recommend connecting products in batches of no more than 500 items to ensure your Magento server is not overloaded. If you encounter connection issues you should try smaller batches.
  3. Click the  Add or remove from channels  button at the top of the listing and select  Manage ecommerce channels .
  4. Select the relevant action and choose the Magento store before clicking  Update selected items .
    manage channels

Which option should I use?

Make available and continue selling when out of stock
Connect the selected products to Magento. The products are set to "enabled" and will continue to sell even when the item is out of stock.
If you choose this option for a product that is already "disabled" on Magento; then the product will be connected, but we won't change the status to "enabled" for you. You would need to reselect this option to show that you want the product to be "enabled" in Magento.
Make available and stop selling when out of stock
Connects the selected products to Magento. The products are set to "enabled" and but will be set as "out of stock" when the inventory level is zero, preventing customers from purchasing the item. Magento may be set to hide out of stock items so if you still want the listing to display make sure you check your inventory configuration. 
If you choose this option for a product that is already "disabled" on Magento; then the product will be connected, but we won't change the status to "enabled" for you. You would need to reselect this option to show that you want the product to be "enabled" in Magento.
Disable on channels
The selected products remain connected but the Magento product is set as "disabled" so that it no longer displays online.
Disconnect from channels
Breaks the connection between the selected Brightpearl and Magento products completely. The act of disconnection will not delete the products. This can be done to stop the synchronization of a product or will be needed if the product has been deleted in Magento and needs reconnecting.

What if I change my mind?

The above process can be repeated every time you wish to change the connection option for a product, or group of products.

 
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