Getting started with Brightpearl in 5 steps

If you're new to using Brightpearl, this guide will walk you through some of the absolute basics. Understanding the basic functionality is important to build a solid foundation on which you can build your knowledge.

You'll find other getting started guides which focus further on each of these areas in the navigation panel.

1. Create a customer record

Every sale needs a customer, so the very first step is to add a new customer record.

How to create a customer

  1. On the left-hand side of the screen click the Quick Add icon mceclip0.png and select Customer.
  2. Enter some contact details. Here are some sample details for you to use:
  3. Click the green Save changes button in the top-right.
  4. Just above the record tabs, you will see a small Add a tag link. Click and select a tag (group) for the contact.
  5. Click the Save changes button.

Learn more about creating customers and vendors here.

2. Create a vendor (supplier) record

Every purchase order needs to be raised against a vendor, so the second step is to create a vendor record.

How to create a vendor / supplier

  1. On the left-hand side of the screen click the Quick Add icon  mceclip0.png  and select  Vendor (Supplier).
  2. Enter some contact details. here are some for you to use:
  3. Click the green Save changes button in the top-right.
  4. Just above the record tabs you will see a small Add a tag link. Click and select a tag (group) for the contact.
  5. Click the Save changes button.

Learn more about creating customers and vendors here.

3. Create a product record

Brightpearl will act as your master list for products, holding prices and quantities. The third step is to add a new product, and the subsequent steps will guide you through buying and selling it.

How to create a product

  1. On the left-hand side of the screen click the Quick Add icon mceclip0.png and select Product.
  2. In the Product info tab, enter/select the following:
    • Item name: Rucksack
    • Brand:  Other
    • Category:  Other
    • SKU:  PROD999
  3. In the Stock/Inventory tab, ensure "Manage inventory levels for this item?" is set to Yes.
  4. In the Prices tab, enter the retail and cost price.
    • Retail price:  $25.00
    • Cost price:  $15.00
  5. Click the Save changes button.

Learn more about creating products here.

4. Buy and receive stock

You can buy your product from your vendor (supplier) by creating a purchase order and receiving the inventory into . Buying and receiving stock in Brightpearl is broken down into separate steps:

  • Creating an order
  • Sending the order to a vendor (supplier)
  • Receiving the goods
  • Receiving the invoice

Learn more about purchases here.

How to create an order

  1. Use the Quick Add icon mceclip0.png and select Purchase.
  2. Search for and select your vendor (supplier) "Supplies Ltd".
  3. Your purchase order is displayed. Add the item to the order by typing the product SKU (PROD999) or name (Rucksack) in the Item code field.
  4. Enter the quantity you are ordering, let's say 10.
  5. Click the Save changes button.

How to send the order to a vendor (supplier)

  1. Click the Email/print button at the top of the order.
  2. The document is displayed. Select the Email link at the top.
  3. Select the vendor (supplier) email address.
  4. Click the Send button and then close the document.

Notice the order status on the top left-hand side is updated.

How to receive the goods

Once the vendor (supplier) has delivered the items, you'll need to book them into stock:

  1. Click the Receive inventory button at the top of the order.
  2. Confirm the quantity received is the same as you ordered and click the Submit button.

Your inventory level is updated. You can check by going to Products > List products/services. This has also updated your accounting - view your general ledger at Reports > General ledger.

How to receive the invoice

Your vendor (supplier) will want to be paid. They've sent you an invoice which needs to be recorded in Brightpearl. Use the following invoice details and receive the purchase invoice:

  1. Click the Receive invoice button.
  2. Enter the vendor (supplier) invoice reference, date and payment due date.
    Invoice reference: 987544 
    Invoice date: Today
    Payment due date: 30 days from today
  3. Click the Receive invoice button.

This will update accounting and your vendor (supplier) record to indicate you owe them money. Still within the order, view the vendor (supplier) account balance under the Accounting mini tab.

5. Sell and ship an item

You can now sell your product to your customer by creating a sales order and creating a shipment. This can be broken down into the following separate steps:

  • Creating an order
  • Allocating inventory (optional)
  • Fulfilling the order
  • Printing, picking, packing and shipping
  • Invoicing
  • Taking payment

Learn more about sales here.

How to create a sales order

  1. Use the Quick Add icon mceclip0.png and select Sale.
  2. Search for and select your customer "James Bond".
  3. Your sales order is displayed. Add the item to the order by typing the product SKU (PROD999) or name (Rucksack) in the Item code field.
  4. Enter the quantity you are ordering, let's say 5.
  5. Click the Save changes button.

How to allocate inventory

Although optional, it's good practice to allocate the inventory to an order. Allocating inventory reserves the items so they won't sell to anyone else by mistake, and ensures all your sales channels are updated with the new availability.

  1. Just below the line item on the order, click the Allocate all link.
  2. Click the Save changes button.

Note the inventory details displayed just below the product name on each line item.

How to fulfill an order

Fulfilling will create a goods-out note and indicate that you are ready to get the item packed up and shipped out.

  1. Hover your mouse over the Fulfill order link at the top of the order.
  2. Click Fulfill and ship later.
  3. The goods-out note is created. A green message box displays the goods-out note reference, e.g. GN#100001/1. Click this reference to open the document, then move on to the next section.

How to print, pick, pack and ship an order

  1. Click the Print button to print the goods-out note and timestamp it.
  2. Click the Pick button to mark the goods-out note as picked. (Picking is to collect the inventory items from their storage location - you can print picking lists when goods-out notes are marked as picked in batches).
  3. Click the Pack button to mark the order as packed, i.e. the order is ready to go!
  4. Click the Ship button to mark the order as dispatched and timestamp it.
  5. Click the Close button to return to the order.

Once you have marked the order as shipped your inventory levels are reduced and your inventory accounting is updated.

How to invoice an order

You will need to create the invoice (and send it to the customer if necessary).

  1. In the order click the Invoice button at the top.
  2. A warning message will be displayed - click OK.
  3. Click the Email/Print button to view the document.
  4. Click the Email link at the top, select your customer's email address and Send.
  5. Click Close.

This will update your accounting and your customer's account to indicate that they owe you money. Still within the order, view the customer account balance under the Accounting mini tab.

How to take payment for an order

  1. Scroll to the bottom of the order.
  2. Click the Take Payment button.
  3. From the fly-up menu, select the payment method to process the payment.
  4. Enter the details of the payment, or process the payment via the payment gateway app.
  5. Click the Submit button to finish.

The order paid amount and status is automatically updated. You will see the order payment recorded on the order payment report (via the sales menu).

If this payment is of type receipt, payment or capture then you will also see the relevant accounting journals have been created in the bank account assigned to the payment method.

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