Creating and editing products

A product in Brightpearl is the record against which all the item details and inventory is stored.

Inventory is the quantity of a product in stock. Learn more about managing inventory

Creating and 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 a 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.

  • API and apps

    Integrations with Shopify and BigCommerce 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.

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.

Product information

product record tabs

 

  • Item name (required field)

    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.

  • Product type (required field)

    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.

  • Brand (required field)

    Brands can be created as required at Settings > Products / Inventory > Brands. They are useful for reporting on products.

  • Category (required field)

    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.

  • SKU (required field)

    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. A SKU can be automatically set by choosing to use a GTIN as the SKU.

  • 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 seasons within Brightpearl. Use this field to specify which season a product should be reported in.

  • Reporting category and reporting subcategory

    A product can belong to multiple categories which is not compatible with some reporting. Specify which category the product should be reported in where there can be only one.

  • UPC

    Record the UPC number.

  • ISBN

    Record the ISBN.

  • EAN

    Record the EAN or GTIN.

  • Barcode

    Record the product barcode in this field to allow items to be scanned through EPOS and print barcode labels. Learn more about barcodes and labels

  • Condition

    This is now only a reference field.

  • Sales popup message

    Any message recorded here will display within a sales order when the item is added.

Product stock level and location defaults

This is where a product is set to either stock tracked or non-stock tracked. 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.

  • Warehouse popup message

    This is now obsolete.

Product size and volume

  • 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).

Product prices

Prices and volume discounts for buying and selling the product are recorded against price lists. Prices may be entered as tax inclusive or exclusive, depending on the price list setting. A net/gross calculator is provided for assistance.

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

Learn more about prices and price lists

Product tax settings

The tax settings on products is dependent on the tax mode of the Brightpearl account.

product_tax_settings

  • Product tax settings in VAT mode

    For VAT, products generally rule the tax rate which is used so each item is allocated a specific tax code which will be applied to sales and purchases. This would then only be overridden if the customer or vendor (supplier) record has been assigned a tax code.

  • Product tax settings in Sales Tax mode

    In Sales Tax mode, tax is generally based on locations and so each product is set only as taxable or not taxable. When a product is set as taxable, the company default tax code is applied to sales and purchases, which can be found at Settings > Company > Accounting: Tax. This would then be overridden if the customer or vendor record has been assigned a tax code.

Product account codes

Each product is assigned a sales, purchases (i.e. cost of sales) and stock account code. These account codes are used for posting accounting when the products are purchased and sold.

The default codes assigned to products are defined at Settings > Company > Accounting: Account codes (nominal codes). Changing the default codes will only affect future products which are created.

The codes can be edited directly on products one-by-one or in bulk using the product import.

When creating a gift card product the sales account code can be set as a current liability to ensure revenue recognition is deferred when the item is sold. Set the "gift cards" code at Settings > Company > Accounting: Account codes (nominal codes). Learn more about selling and redeeming gift cards

Product descriptions

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.

Product images

This is only for eBay images.

Product custom fields

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

Product vendors/suppliers

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.

Bundles

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. Add up to 40 different SKUs to a bundle.

eBay listings

When the eBay app is turned on an additional tab will be displayed on products. Any eBay listings for the product will be listed. New listings can also be created from here (requires configuration).

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