Creating & Editing Products

A product in Brightpearl is the record against which all the item details and inventory is stored. In this section you can learn all about creating and editing product records.

Managing your inventory (the quantity of a product in stock) is covered in the Inventory Management section.

Managing stock

A product in Brightpearl is considered either stock tracked or non-stock tracked:

  • Stock tracked
    These are items which have a quantity; an example might be a t-shirt or a pair of shoes. These are items which need to be received into stock and shipped out of stock. You need to know how many items are in stock and available to sell, as well as when stock is running low and a new order needs to be placed.
  • Non-stock tracked
    These are items for which a quantity is not needed. For example, a service or labor which might be added onto a sales order. This item does not have a quantity in stock, and does not need to be received into or shipped out of stock. Bundles are always non-stock tracked.

Creating & editing products

Products can be created and edited in several ways:

  • Manually
    Products can be entered or edited one-by-one. It is also possible to clone an existing product to a new product and to update multiple products in a batch.
  • Importing
    Importing an Excel spreadsheet of products.
  • Automatically (as a variant)
    Products are automatically created when variants of an item are assigned. Editing one of the variants in the group will then update all other variants in the group.
  • Downloading
    Integrations with Shopify, Bigcommerce and ekmPowershop allow products which exist on those platforms to be downloaded into Brightpearl. Once downloaded those items will need to be edited in both systems.

Types of product

In Brightpearl, there are different types of product, but each and every one will have its own product record:

  • Simple products
    A single unique product.
  • Variants
    These are items which come in different options, such as a t-shirt which comes in different colors and sizes. Each combination of variation has its own product record, for example, T-shirt (red, large), T-shirt (red, medium), T-shirt (red, small) is three products. These products are linked by product name and can also be managed as a group.
  • Bundles
    These are packs of multiple products which are sold together for a single price. The items contained within a bundle are simple products (or variants) with their own product record which are stocked individually and perhaps also sold individually. The bundle also has its own product record, but note that a bundle is always non-stock tracked and can only have a theoretical quantity based on the availability of the items within it.

Product information

All product records - simple, bundle and variants - are made up of multiple tabs:

product record tabs

Product info tab

The following fields are available in this tab:

Required? Field Description
Yes Item name Enter the name of the product. It is important that each simple product has a unique name. Products sharing the exact same name will automatically become linked as "sisters". Sister products share details such as brand, category, vendors (suppliers), descriptions and custom field data - any changes made to one product will override the other sisters. This is the intended functionality with variant products which must all share the same name.
Yes Product type This will always be set to "Default" unless product types have been created. Product types relate to variants and should be fully understood before creating them.
Yes Brand Brands can be created as required at Settings > Products / Inventory > Brands. They are useful for reporting on products.
Yes Category A product must be assigned to at least one category and can be assigned to multiple by holding the Ctrl key on the keyboard when they are selected. Categories are useful for grouping products for reporting purposes. Note that these categories are for use in Brightpearl and are not connected to sales channels.
Yes SKU A stock keeping unit is a unique identifier. They are used for linking items across sales channels (such as eBay, Amazon or ecommerce applications) as well as for matching items on data imports. SKUs can be random or may be structured in a way which allow people to identify the product easily from the SKU, for example, adding an "S" to indicate small, or "R" for the color red.
  Featured Additional settings include marking a product as "featured" which will display a "quick-add" button in EPOS.
  Status The product status controls when and how the product can be used. A live product is considered current and can be added to new sales and purchases. An Archived product will be excluded from the default list of products, product searches and cannot be added to new sales and purchases. Learn more about product statuses & archiving
  Collection Used for grouping products that belong to the same collection. These can be created as required at Settings > Products / Inventory > Collections.
  Season When activated and created, it is possible to assign a product to one or more seasons to indicate what time of year items are sold. This can be useful for separating products for pre-season ordering, items which are now obsolete and belong in no season and preventing out of season items from being added to orders.
  Reporting season A product can belong to multiple categories and seasons within Brightpearl. These fields allow you to choose a single category that you always use for reporting on the product.  
  Reporting category
  Reporting subcategory
  UPC Use these fields to store additional reference codes for the product. These can all be used for searching for items in Brightpearl EPOS.
  Barcode Record the product barcode in this field to allow items to be scanned through EPOS and print barcode labels.
  Condition This is a reference field only.
  Sales popup message The sales popup message is useful for highlighting information to users processing sales orders, for example, items which have been or will be discontinued when the last of the inventory is sold.

Stock/Inventory tab

This is where a product is set to either stock tracked or non-stock tracked . Note that once inventory has been added against a product or it has been added onto orders (sales or purchases), it is no longer possible to switch it to non-stock tracked.

  • Minimum stock level
    Set per warehouse, this is the minimum quantity that is desired on hand at any time. Once the on hand inventory level falls below this quantity, the item will be shown on the low inventory report.
  • Reorder quantity
    Set per warehouse, this is batch size that must be ordered from the supplier. This quantity is used by the low inventory report to calculate how many items must be ordered.
  • Default location
    This is shown when warehouse locations have been activated. Only locations which have already been created can be selected. Start typing to search and select a location.
    Standard location mode - setting this field will place all in stock items in that location. It can be changed at any time to move stock from one location to another.
    Multi-concurrent location mode - setting this field only indicates what location is used by default when adding or receiving inventory. Changing this field will not move in stock items, this is done using a stock movement.
  • Weight, Height, Width, Length
    Use these fields to record the relevant measurements of the item. Weight is shown on orders and can be used to calculate shipping charges on sales. You can change the unit settings for these fields via Settings > Products/Inventory > Inventory settings.
  • Volume
    This is an auto-calculated field, which is a multiplication of the height, width and length of the item (see above).
  • Warehouse popup message
    This is now obsolete.

Prices tab

This is where the prices for buying and selling the product are recorded. Up to 14 price lists can be displayed here. If 15 or more price lists have been created in the Brightpearl account, a limited selection of price lists are displayed - only the system default price lists and price lists assigned to the vendors (suppliers) of the product (see below). Note also that price lists can be created as inclusive or exclusive of tax and that should be considered when entering prices here - there is a net/gross price calculator provided here for help when entering price figures. (Prices should always be imported at net).

Price breaks allow volume discounts to be entered on each price list:

1+ gives a price of £10.00

10+ gives a price of £9.50

20+ gives a price of £9.00

UK VAT mode

Products are assigned a tax code. The company default code is applied unless stated otherwise.

US Sales tax mode

Products can be set as taxable or not taxable. Items are set as not taxable by default.

Account (nominal) codes

Products will, by default, use the system default sales, purchases and stock account as defined in Settings > Company > Accounting: Nominal codes . These can be changed per item (manually or imported).

Description tab

A product description is useful for providing more detail to users of Brightpearl back office and EPOS. They can also be used with the Magento and eBay integrations.

Images tabs

This is only for eBay images.

Custom fields tab

Additional fields can be added for storing extra information on each product. This information can then be used for searching and reporting. 

Vendors/Suppliers tab

Assigning one or more vendors (suppliers) enables drop-shipping and the ability to create purchase orders from the low inventory report. There should also be a price set on the price lists that are assigned to selected vendors (suppliers). If needed, you can also set a Primary Vendor/Supplier for your products.

Bundle tab

This tab is used only when creating a bundle. All the items contained within the bundle are added here by searching for an existing product.

eBay Listings tab

This tab is where existing eBay listings connected to this product can be seen. It is also possible to create a new listing from here. (Requires an active eBay integration).

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