Searching & Viewing Purchases

Quick Purchase Order Search

Use the Quick Search box at the top right of the screen to search by Order ID, Company Name or Contact Name. Make sure you select Purchases from the drop-down menu before clicking Go. You can also leave the search field blank to view a full list of your purchases!

Refining Your Search

If the Quick Search is not specific enough, go to the  Sales  menu and select  List Purchase Orders . All your purchase orders are listed. Click the  Show filters  button to display the search options:

Use any of the available fields in order to locate the purchase order, click the Filter report button to apply your selections.

You can even search by your custom fields, click the  Add filter  link and select which of your custom fields and what entry it should have.

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Saving Searches to Favourites

To easily access regularly used Order Searches, enter your search criteria and click Filter report. Once your results are displayed click the  Add to favorites  link at the bottom of the Brightpearl page. You can do this throughout Brightpearl!

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Enter a name for your search and specify whether you want to make this favourite available to all users or if you it's just for you.

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To access your favourites click the Star icon   on the left hand side, just above the notification area.

Pre-configured Searches

In both the sales and the purchases sections of your Brightpearl system, you also have some pre-configured quick searches that you can access from the relevant menu. You can browse sales and order purchases by delivery date, stock status, fulfil status, sales or purchase order status. You can also browse sales and purchase credits by Credit Status.

It's a good idea to set-up your order statuses, both for work-flow efficiency and ease of order management.

Viewing Purchases

Each purchase order is made up of the main header and then a selection of tabs.

Main Header

Field Descriptions:

Purchase Order Status This indicates how far the order has made it through your purchase cycle. This will update automatically depending on your purchase settings, or you can update it manually.
Allocation Status  This icon indicates whether your stock has been received. Grey = no stock has been received, blue = partly received, green = all stock has been received.
Order Number This is the order ID. Use this to search for the order.
Supplier/Company Name You can click on this to view/edit the supplier's account.
Supplier account balance & Credit limit This is pulled directly from the supplier's account.
Invoice date Defaults to today's date when you create the PO, this is the tax date and the date the transaction will be posted to in accounts. You can change this when you receive the invoice.
Payment due The due date is calculated based on the supplier's credit terms. If no credit terms have been defined for the supplier it will default to today's date. You can alter this date when you receive the invoice.
Assigned to Select a staff member who is responsible for this sale. This will be pulled from the customer record if it is set.
Supplier reference Use this field for recording the suppliers own PO reference.
Project If you are using Projects, assign purchases to that project to allow you to see what costs you've incurred.
Lead source Select a Lead source to indicate how you found this supplier. This will default from the supplier record if defined.
DEPARTMENT If you have more than one, select the relevant department the here. You can report on this.

Products and Prices tab:

Field Descriptions:

Item code Begin typing to search for products by name, SKU or product code.
Details Displays the product descriptions. You can type directly in this field to add extra charges or notes.
Account code The purchase account used when this purchase is posted to accounts. This is automatically pulled from the supplier record, if it is not set then it comes from the product, if you have entered a manual line the default is used from your Setup > Company > Account: Nominals screen. It can be manually changed.
Tax code This applies the tax rate to the line item. This is pulled from the product setup but overridden by a tax code set on the supplier record. If there is no code on the supplier or product the default tax code is used from your Setup > Company > Bank and Financial information screen. You can manually change it.
Qty The quantity of the item you are ordering.
List Price Prices from products are automatically displayed based on the Price List used. If you change the price list you must Reset Prices to update this figure.
Discount % This will automatically be entered if defined on the supplier record. It is calculated on the purchase price only; the purchase amount posted to accounts is reduced, no separate entry is made. You can show/hide this column in Setup > Purchase > Purchase settings.
Price This is where you can add or amend an individual price.
Total This is the total order value for the line = Quantity X Price.
Add row Click to add another blank row to the order.
Batch add price list items Click to add multiple stock or quick add items.
Split to back order Tick line items and click to move them to a separate order. You can do this if you part receive stock.
Reset prices If you have changed the price list or Tax code, save your changes then click this to update the prices to the new list and/or calculate tax new tax value.
Price list This defaults to the price list on the supplier account. If you change this you must Reset prices.
Cost price list This is the cost price list.
Price mode Specifies whether prices on the order include or exclude tax. Defaults from price list. Remember prices which include tax are underlined.
Shipping method Select a predefined shipping method.
Warehouse If you are using multiple warehouses you can select to which one the stock is being ordered into.
Delivery date Specify the delivery date. You can search for and list orders by "Delivery due" date.

Addresses tab:

Address These are the supplier's primary address details.
Invoice Address This is automatically populated with your company details.
Delivery Address This is automatically populated with your company details.

Custom Fields:

This is where any personalised fields you have added are displayed. You can add multiple tabs within this tab. Go to  Settings > Custom fields > Purchases  to add custom tabs and fields.

Files:

This is where you can upload and attach any other files to the sale, such as scanned documents, emails or images. Click on any file name to download and view the document.

Notes and payment history tab:

This is where you can view an audit trail of changes on the order such as when it was created, invoiced and any other status changes. You can see details of the userID who made the update as well as click on links to view any associated PDF document. You can also ass your own notes/quick notes to the order and upload a file with the note.

To send a copy of any notes to the supplier via email, type your note, tick the checkbox and save.

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