Overview of sales & shipping

The sales module is where you manage quotes, orders, shipments and invoicing for sales made across all of your sales channels. It draws on and records data in other modules to provide inventory, customer and accounting management.

sales overview

Sales & shipping processes

In Brightpearl a sale begins with a quote or order. From the order, fulfilment is performed to create goods-out notes for each shipment - multiple shipments can be created from a single order. Goods-out notes are processed through printing, picking and packing before being shipped. To complete any order it is marked as paid and invoiced.

Payment, fulfilment and invoicing can be done in any order to suit your processes.

order to cash cycle

Sales order statuses

Sales statuses are used to represent the stage the order has reached in your sales cycle. Lists and reports can be filtered to include or exclude orders of any status allowing you to create your own processing lists. All your different processing lists can be saved as presets ready for you to visit regularly each day and action all your orders.

sales order status suggested

Here are some examples of how you might use sales statuses:

  • Quote

    A quote status indicates that the customer has been quoted a price but the order has not yet been approved. Exclude quotes from your list of orders to be fulfilled and shipped so they are not accidentally processed.

  • New order

    A new order status indicates an order which is confirmed and is ready to process. Include these orders in your list of orders to be fulfilled and shipped.

  • Processing

    An order which has been forwarded on to the next stage in your sales cycle can be considered in progress or processing. These orders can be excluded from your list of orders to be fulfilled and shipped, but might be included on a monitoring list to highlight any orders which have been in progress for too long.

  • Complete

    A complete order is one that has been fully processed and no longer requires any action. These can be excluded from processing lists.

Sales status reminder days

Remind days can be assigned to statuses. This enables Brightpearl to provide notifications when the status hasn't been updated for a period of time. Notifications will appear on the notification tool bar on the right-hand side of the screen.

sales order status notification

Email notifications for order status changes

An email address can be assigned to a status so that each time an order is placed on that status someone is alerted via email. Custom text can be added to the status which will appear in every email.

sales order status email update

Public sales statuses

If a sales status is set as public, orders on that status can be viewed by customers logging into the webportal, orders which are on private statuses will be hidden in the portal and only visible to users in Brightpearl.

Hidden statuses

If a status is no longer needed it can be hidden so that it can't be assigned to orders and is not available for filtering, but it does not require any orders already on this status to be changed. Use this option instead of deleting statuses which have already been used.

Sales workflow

The sales workflow is where sales statuses are set for specific purposes. Some options indicate that a certain status means an order is treated in a certain way, others dictate that a certain status should be assigned to an order on a particular action:

  • New order

    When a new sales order is added by a user it will be assigned this status. This applies only to orders manually added by a user. Each channel can also have its own order status defined.

  • Cancelled status

    This status indicates that the order is cancelled. An order on this status will automatically be excluded from sales reporting.

  • When a Quote/Order is emailed, update the status to

    If an email is sent from the order the status will automatically be updated to this status.

  • When a Quote/Order is marked as approved, update to

    If an order is marked as approved, either by a user in back office, or by a customer via the webportal, this status will be automatically assigned.

  • When invoiced, update the sale to

    When the order is marked as invoiced the status will be automatically updated to this status.

  • Create back orders on status

    When items are split from the original sales order the new order will automatically be assigned this status. This status can also be manually assigned to an entire order without splitting.

Inventory Allocation

Inventory allocation involves reserving stock for the customer. Until inventory is allocated to a sales order it is still available to sell and will be added to sales channels.

Allocation removes the items from on hand inventory, but leaves them in stock.

Allocated inventory + on hand = In stock

allocation levels

When does allocation happen?

  Manually in batches Automatically Exceptions/comments
Manually entered orders Yes Yes No  
Imported orders Yes Yes No  
EPOS sales - - Yes Completed EPOS orders are auto-shipped so allocation is not relevant. Allocation is automatic for on-hold EPOS sales.
Downloaded orders Yes Yes Yes Bundles are not automatically allocated so must be done manually.

How to allocate inventory to a sales order

  1. Search for and open the sales order.
  2. To allocate all items use the Allocate all link below the order rows.

    allocation allocate all

  3. To allocate individual items or products enter the quantity directly on the order row.

    allocate row all

  4. Save the order to complete the allocation. The inventory levels and the order allocation status are updated after saving. 

How to allocate inventory to a batch of sales orders

Note: Orders are always allocated in the order in which they are listed. Ensure you prioritize order allocation by sorting by the relevant column, e.g. created date. Add additional columns in My Preferences.

  1. Go to Sales > Recent Sales/Quotes .
  2. Use the column headings to sort the orders in priority order - so that the most important order is at the top.
  3. Use the filters to search for the orders requiring allocation.
  4. Use the checkboxes to select the orders to be allocated.
  5. Click the allocate button at the top of the list.

    allocation batch allocate

  6. Select Allocate in the pop-up window.
  7. Click the Allocate selected orders button. This will reserve all the inventory for the selected orders until there are no more on hand items available, prioritizing the first order listed.

    allocation allocate window

Shipping status

Every order has a shipping status indicated by the shipping status icon. The shipping status is automatically updated as items are marked as shipped on goods-out notes. The sales list can be filtered by shipping status to find orders still awaiting shipments.

no items shipped  No items shipped

some items shipped  Some items shipped

all items shipped  All items shipped

Shipping workflow

There are several stages leading to shipping, but stages can be skipped to fit business operations:

  1. Fulfilment

    This is the process of selecting items from an order to ship and creating a goods-out note or drop-ship purchase order. Multiple goods-out notes or drop-ship POs can be created for a single order allowing for split shipments.

  2. (Optional) Printing

    This will print the goods-out note detailing the contents of the shipment and mark the goods-out notes as printed.

  3. (Optional) Picking

    This stage is used to indicate that the items have been collected from the warehouse shelves. A picking list can be printed when collecting items for multiple orders in one go. The goods-out notes will be marked as picked.

  4. (Optional) Packing

    This stage is used to indicate that the items have been packed into boxes and are ready to be shipped. At this stage you can enter the tracking reference if there is one. The goods-out notes will be marked as packed.

  5. Shipping

    This is the final step and will complete the shipment. The items will be taken out of the stock and the order shipping status is updated. If cost of sales accounting is on an accounting journal will be posted. The goods-out notes will be marked as shipped and the order shipping status will be updated.

Fulfillment

Fulfillment is the first stage of shipping or drop-shipping an order. It is the process used to select some or all items on an order for shipping from one or more warehouses or suppliers.

Fulfillment will create a goods-out note per shipment from each warehouse, or a drop-ship purchase order per supplier.

Once order rows have been fulfilled the stocked items cannot be sold to anyone else unless the goods-out note is deleted.

The fulfillment status of an order is recognized using the following icons:

fulfilled none  Sale not fulfilled

fulfilled partial Sale part fulfilled

fulfilled full Sale all fulfilled

Fulfilling to drop-ship

Drop-shipping is where the supplier is asked to deliver the goods directly to the customer. In Brightpearl this process always begins with a sales order which is then fulfilled to a purchase order, instead of a goods-out note.

The purchase order is linked to the original sale. You can choose whether the sales order will be marked as shipped once the purchase invoice has been received or whether they will be marked as shipped at another stage of the drop-ship process. This setting can be found in Settings > Purchases > Purchase settings:

sales overview drop ship button

If you select no, you will find an additional action against any drop-ship purchase orders to Mark as Shipped. Selecting to do so will mark the entire order as shipped, and automatically update the parent sales order rows as well.

sales overview ds mark shipped

You can also mark the parent sales orders as shipped in bulk from within the Purchases list.

If you choose to mark the drop-ship purchase orders as shipped, you will also have the option to enter a tracking reference and shipping method. These details will be added to the parent order as an order note.

dropshipped tracking

Customer history & communications

Every sales order requires a customer record to be created, even if it's a one off sale. The customer record is also used to set customer credit terms and limits, assigning them a price list, special tax codes or account codes for reporting. The customer record also provides full order and financial history and details of their outstanding balance.

Keeping in contact with customers can be done via email or text message (requires Clickatell app). Any communication sent through Brightpearl will automatically be recorded on the customer timeline for future reference. And should any emails be sent outside of Brightpearl, they can also be added to the timeline by forwarding the email to your Brightpearl Mail Store address.

Accounting for sales & shipping

All the accounting for sales is posted automatically as tasks are completed. Accounting journals are created when the following events occur:

  • Invoicing
  • Shipping (when cost of sales accounting is on)
  • Payment allocation

For sales credits accounting journals are created when the following events occur:

  • Crediting
  • Receiving inventory (when cost of sales accounting is on)
  • Refunding

If cost of sales accounting is not used then cost of sales must be manually entered into accounting periodically.

Reporting on sales

Report on your sales by sales channel, brand, top customers or top selling products, lead sources, or product types, use additional features to view results for a specific team or staff member. Or check out the profit & loss report for your overall profits compared to previous periods.

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