Adding sales orders

All orders need to be created in Brightpearl to ensure accurate inventory, sales and accounting data.

Orders are created in Brightpearl through different methods:

  • Manual entry
  • Imported from spreadsheet
  • Manual cloning
  • POS
  • Downloaded from integrated sales channels

Adding an order manually

A new order can be started by looking up an existing customer, or by adding a new customer.

Products and services can be added to an order by looking up the name, SKU or product ID and miscellaneous charges can be added by typing manual order rows. The products which can be added to the order must have a status of "Live" or "Discontinued" and must be within the current Season (if active).

Pop-up messages can be added to customers and products to create alerts to users when creating creating orders manually. For example, when a credit customer is on-hold a message can be added to the customer record which will alert the user to the reason if a new order is attempted. Or a sales message can be added to a product will be discontinued after all the existing stock is sold, warning the user not to place any of the product on back order.

How to add a quote or order

  1. A new order in one of the following ways:

    Quick add icon > Sale or Sales > New Order , then search for the customer

    New Sale can also be selected from the contact mini tabs where ever they are displayed throughout Brightpearl:


  2. The order is created on the status defined at Settings > Sales > Sales workflow, this might already be your quote or new order status. Update the order status as needed to indicate what stage the order is at in your sales cycle.
  3. Add items to the order in any of the following ways:

    Begin typing your product/service name or SKU into the  Item code  field directly on an order row and select the item from the displayed results to add it to the order. Add more rows using the Add row link.

    Batch add price list items

    Click the  Batch add price list items link to search and add multiple items in one go.


    Add a free-text miscellaneous item by typing the item details directly onto the order row, this could be a shipping cost or a discount (negative value).


  4. Click the Save changes button to save the items onto the order.


EPOS orders

Brightpearl EPOS orders will automatically show in the Brightpearl back office. They do not require processing in back office since they will be completed automatically by processes performed in EPOS.

All EPOS sales will automatically be assigned to the relevant EPOS sales channel for identification and reporting.

Learn more about processing sales in EPOS here

Downloading orders

Orders from connected sales channels (such as eBay or Amazon or a website) are automatically downloaded into Brightpearl so that they are all processed in the same way and in the same place.

A sales channel can be connected using a Brightpearl app, a third party developer app, or a private/custom built app.

Orders are automatically assigned to the channel from which they came, allowing you to prioritize and report on them as required.

When do orders download?

Sales channel Auto-download frequency Manual download available Additional information
eBay As soon as the order is placed - eBay notify Brightpearl of a new order to download Yes An additional "sweep up" download is made every 24 hours - checking for orders over previous 7 days (within channel activation period)
Amazon First attempt made approx. 30 minutes after order hits "Ready" status in Amazon No Brightpearl checks for orders at the "ready" status every minute (within activation period)
Magento Every 7.5 minutes Yes Each download checks for orders made within the last 7 days.
Shopify As soon as the order is placed - Shopify notify Brightpearl of a new order to download No  
BigCommerce Every 10 minutes No Each download checks for orders made within 24 hours
ekmPowershop Every 10 minutes No Each download checks for orders made within 24 hours

Copying a quote or order (cloning)

A quote or order can be copied and used for the same or a new customer - the quote or order is first cloned and then customer can be changed.

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