Getting started with Brightpearl in 5 steps

This is a great place to get started with the absolute basics of Brightpearl. Understanding the basic functionality gives you a really a good foundation on which to build your knowledge, especially if you plan to integrate Brightpearl with another platform, such as Magento, eBay or Amazon; it's really a good idea to understand Brightpearl before connecting it all up.

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

1. Create a customer record

Every sale needs a customer. So start by adding a new customer record.

How to create a customer

  1. On the left-hand side of the screen click the Quick Add icon  MWSnap072  and select Customer.
  2. Enter some contact details. here are some for you to use:
    Company: Casino Royal
    First name: James
    Last name: Bond
    Email: training+democustomer@brightpearl.com
    ​- Phone number:  1-888-320-5069
  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.

2. Create a vendor (supplier) record

Every purchase needs a supplier, so create a new supplier record.

How to create a vendor / supplier

  1. On the left-hand side of the screen click the Quick Add icon  MWSnap072  and select  Vendor (Supplier).
  2. Enter some contact details. here are some for you to use:- Company: Supplies Ltd
    First name: Billy
    Last name: Bobkins
    Email:  training+demovendor@brightpearl.com
    Phone number:  1-888-320-5069
  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.

3. Create a product record

Brightpearl will be the product master list, holding details of price and quantity. Add a new product and then follow the next steps to buy and sell it.

How to create a product

  1. On the left-hand side of the screen click the Quick Add icon 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.

4. Buy and receive stock

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

  • Create an order
  • Send the order to a vendor (supplier)
  • Receive the goods
  • Receive the invoice

How to create an order

  1. Use the Quick Add icon 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 (top-left) 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

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:

  • Create an order
  • Allocate inventory (optional)
  • Fulfil the order
  • Print, pick, pack and ship
  • Invoice
  • Take payment

How to create a sales order

  1. Use the Quick Add icon 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 is good practice to allocate the inventory to an order. This 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 fulfil 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...now read on to the print, pick, pack and ship section below...

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, or Refund on a sales credit. Or if on a purchase order or credit click Allocate payment.
  3. From the fly-up menu, select the payment method to process the payment or refund by.
  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/purchases 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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