Field Descriptions - Orders & Invoices

This is a guide around quotes, orders and invoices - to help you understand what all the fields are for and why you might use them.

Each sales quote / order / invoice is made up of the main header and a selection tabbed regions. Each field, link and button is explained in this guide. Use these links to jump to the relevant section:

 

Statuses & icons

sales statuses icon

Field/Link/Button Description
SO# This is the order number
SI This is the sales invoice number, this only displays after invoicing a quote/order.
Order Status This indicates the current stage the order is at in your sales process. Customize your statuses and sales workflow to match your own business processes, and define default statuses to be selected after performing specific actions. The status can be manually updated at any time. It's worth noting that statuses relating to inventory and shipping are automatically monitored using the Order Icons.
Order Icons These icons give you further information on the status of the order in terms of inventory and shipping.
The Allocation Status indicates whether stocked items are reserved for the order.
The Inventory Status indicates whether goods-out notes have been created for any of the items on the order.
The Shipping Status indicates whether any of the items have been shipped.

 

Buttons & actions

sales button action

And at the bottom of an order you'll find...

sales button action

Field/Link/Button Description
Fulfill order link Fulfillment is the process of creating goods-out notes. This is required for shipping your orders and updating inventory. Partial/advanced fulfil needs to be activated at Settings > Products/Inventory > Inventory settings. Learn more about fulfillment & shipping
Email/Print button Use this button to email or print documents relating to the order, including quotes and invoices. A default system template is selected depending on the status of the order, but you can manually change the template before printing or emailing.
Invoice button Use this button to generate the invoice for the order. This will lock the order so no further changes can be made. It will also create accounting to record sales revenue, tax and accounts receivable (debtors). All orders must be invoiced to update accounting. Invoicing will not effect inventory. Orders cannot be un-invoiced, a sales credit must be used to cancel an invoice.
Save Changes button

Save your order as you make changes and continue to edit.  Click the drop-down arrow on this button to view more options...

Approve This option is only available when an "Approved" order status has been defined in the sales settings, go tot Settings > Sales > Sales Settings. Customer's can also approve their own orders from the Customer Web Portal . When an order is approved it will be moved the the "Approved" order status.

Take payment

Opens a window where you can record a payment against the order. This won't actually take a payment from the customer, it will only record the payment in Brightpearl. To actually take payment you can register and setup SagePay or SecureTrading.
Delete This will completely remove the order. Orders can only be deleted if it has not been invoiced, no payment has been taken and no goods-out notes have been created or shipped. Deleting will mean the order number will no longer exist. You might consider using a "Canceled" order status instead of deleting to maintain an audit trail. Select your "Canceled" or status in the Sales Settings.
Clone to a new sale Cloning allows you to copy the order to create a new order. You can include cross-references between the orders if desired. This can be useful if a customer orders the same as before, or if you want to copy a previous quote for someone else (you'll need the change customer option, see below).
Clone to credit note Clone a sales order to a credit note to reverse an invoice. Credit notes are needed if an order was invoiced by mistake or if the order has been returned and needs refunding, or maybe a discount was missed or there was an overcharge that needs refunding. Cloning will exactly copy the details of the sale to a credit.
Change customer Switch this order to a different customer. Useful where you've copied a previous quote that you gave for someone else.
Clone to PO Clone the sale to a purchase order where items are out-of-stock and you wish to order them from your supplier.
Print barcodes Use this to print a barcode for each item on the order.
Save & back This will save your changes and take you back to the previous screen.

 

Header section

sales header

Field/Link/Button Description
Customer The customer details are displayed along with several tabs that provide details and links directly into the customer record, including the account balance, credit limit, other orders and financial history.
Invoice date When adding quotes/orders this will default to today's date. When you invoice the order it will remain as the date the order was created unless you specify that the current date should always be used for invoices, go to Settings > Company > Accounting: Options. This will be important when your tax is payable from tax date; you should set it to always use today's date when invoicing. You can manually change this date.
Payment due This will be calculated when the order is invoiced using the invoice date and customer credit terms. Alternatively, set it to always be 30 days from the invoice date at Settings > Company > Accounting: Options, select "No". This date can be manually changed after invoicing.
Assigned to Select a staff member who owns this order. When an "Owner" is set against a customer record it can be automatically assigned to any orders for the customer by activating it in the Sales Settings.
Team Assign the order to a team of staff members. This will be automatically populated if the customer record belongs to a team. Assigning a customer or order to a team means only member of that team can see those records. You can also view reports by team.
Weighting This is used as indicator of have likely you believe it is that the sale will go ahead and the income will flow into the business. It defaults to 100% but if you believe it is unlikely to go ahead you can reduce the percentage. This can be useful to record so your sales forecast report looking ahead shows the income that may never materialize.
Customer reference Use this field to record a reference from the customer, for example, if they send you a purchase order, record the PO number here. This field will also be used when orders are imported or downloaded from sales channels sucn as eBay.
Project Assign this order to a project. This allows you to monitor sales revenue generated from a particular project.
Lead Source The lead source indicates where the order originated from, a particular marketing campaign for example. This can be automatically be populated on orders from webstores and special offers or vouchers.
Channel / Department This indicates which sales channel the order came from, such as from your webstore, EPOS.
If you are a service company this field will be called Department and can be used for accounting for cost Centre. You'll find you can filter most reports by the channel/department.
Season Seasons allow you to have different sets of products depending on the time of year. This will default to your current season if set and means you will only be able to search and select products that are within that season.

 

Products and prices tab

sales products prices

Field/Link/Button Description
Item Code Use this field to search for products/services/misc charges setup in the Products module.
Details This is where product/service/misc item names are displayed. Add to and amend descriptions to include more details if required. If the line is for a stock-tracked product the inventory levels are displayed; more detail are displayed once the order is displayed allowing you to enter the quantity to allocate to the order.
Once saved a small checkbox allows you to select any remaining unallocated items to back order; tick the box and click Split to back order.
Account Code This is the nominal code where the sales revenue for this line will be posted in accounts. This comes from the product record, but will be overridden if a code is set on the customer record. The company default will be used for any manually added lines.
Tax code Tax is set against individual products/services, but will be overridden by rates set on the customer account. For any manually added lines the company default will be used.
Qty Enter the number of this line item ordered.
List Price This is the price of the product taken from the price list used for the order and is displayed when the discount % column is switched on.
Discount % To display this field go to Settings > Sales > Sales Settings. Discount percentage can be manually entered, but will be automatically populated for all line items if set against the customer record.
Price This is the price being charged for the item. If the list price and discount % fields are used this field will display the calculated price (list price less discount).
Total This is the total charge for the line (price times qty).
Add row link Use this link to add a blank row to the products table.
Batch add price list items Use this link to search for and add multiple products/services using a lookup window.
Allocate all / Unallocate all Use these links to allocate/unallocate all items to the order. You must save to confirm.
Split to back order If any items remain unallocated or unfulfilled on the order, tick the checkbox under the item description then click this link to split them to back order. A back order status must be defined in your sales settings.
Reset prices Click this link after selecting a different price list or if you want to remove any manual prices changes that were applied.
Price List This is the price list used to get the selling price of products/services. The price list used depends on where the order came from. When adding orders manually the price list will default from the customer record, or if not defined, from your company default. For eBay Magento, or webstore orders the price list is defined on the sales channel. For EPOS orders you will either use a default price list or select it on an order-by-order basis.
Price mode This indicates whether prices on the order include or exclude tax. This defaults from the price list setting.
Exchange Rate Displayed only for foreign currency sales; the customer has a foreign currency set on their record. This displays the exchange rate being applied to convert the sale into Sterling for posting to accounts.
Note: Foreign currency sales should always use a foreign currency price list.
Shipping method Select from a predefined shipping method. This field is only a note and will not add any charge to the order. This can be displayed on goods-out notes as a memo to warehouse staff.
Warehouse This is the warehouse where the order is to be shipped from. The inventory quantities relate to this warehouse. You can change the warehouse here.
Delivery date Use this field to record the expected delivery date. Orders can easily be listed by delivery date from the sales menu.
Cost price list This is a price list used for purchasing your inventory.
Settlement discount To apply settlement discount for early payment of the order enter the percentage and with how many days and then click the apply link. This will discount each line and ensure the customer is invoiced correctly.
Shipping prices To display this section go to Settings > Sales > Sales settings and opt to show the shipping quote on the order edit screen. You will need to have setup shipping charges. Click a quote to add it to the order; it is added as a new line item.
Allocate PayPal transaction button This button will be displayed if you are integrating with PayPal. You will need to have already downloaded your payments from PayPal. Click this link and enter the transaction ID to match one of the payments to the order.
Take payment Opens a window where you can record a payment against the order. This won't actually take a payment from the customer, it will only record the payment in Brightpearl. To actually take payment you can register and setup SagePay or SecureTrading.

 

Addresses tab

sales addresses

Field/Link/Button Description
Address This will always be the address marked as "default" on the customer record. Where a customer is part of a company the default address from the primary contact will be used (it is not possible to set a different default on colleagues), however, the contact name will remain as the person who placed the order. The email address used is always the accounts email address of the primary contact. If there is no accounts email address on the primary contact the field is left blank on the order. The telephone and mobile numbers are taken from the contact name on the order. If these details are edited directly on the order the contact will not be updated.
Invoice address This will be the address marked as "default" on the customer record unless a separate "invoice" address is defined. Where a customer is part of a company the address will be taken from the primary contact; the primary default address unless a separate primary invoice address exists (it is not possible to set a default or invoice address on colleagues), however, the contact name will remain as the person who placed the order. The email address used is always the accounts email address of the primary contact. If there is no accounts email address on the primary contact the field is left blank on the order. The telephone and mobile numbers are taken from the contact name on the order. If these details are edited directly on the order the contact will not be updated.
Delivery address This will be the address marked as "default" on the customer record unless a separate "delivery" address is defined. The delivery address from the contact placing the order will always be used. The contact name will remain as the person who placed the order; it will not be overridden by the primary contact. The email address, telephone and mobile numbers are taken from the contact name on the order. If these details are edited diretcly on the order the contact will not be updated.
Choose... Use this link to view all addresses on the customer record and select which one to use, or you can use the search to find the address on another customer record; this can be useful if your customer has a relationship with another party and wishes you to deliver directly.
Postcode lookup (UK only) To use the postcode lookup you will need to sign up to  Postcode Anywhere .
Send SMS To send text messages you will need to sign up to  Clickatell .

 

Custom fields tab

sales custom fields

This is where you can add more tabs and custom fields to your sales records to make sure you capture all the details you require. Add as many new fields as you want and group them into multiple tabs to make it easy to locate details. Add different types of field:

  • Yes / No / Not set
  • Numeric only
  • Select from defined options
  • Date
  • Free text

Create your own customer fields at Settings > Custom fields > Sales.

 

Files tab

This is where you can upload files to the order to ensure you keep an electronic record of anything relevant to the order. This might be a scanned documents, emails or images. Each document uploaded will be listed, click on the item to download and view it at any time.

sales file

 

Cost tab

sales quote

To display this tab activate it at Settings > Sales > Sales Settings.

It estimates the profit and margin on the order using the current price and cost of each item. A positive margin and profit will be highlighted in green, and a negative profit and margin in red!

If shipping is included on the order you can enter a cost to give an accurate calculation.
Note : Entering a cost for shipping will not post any cost of sales relating to shipping.

 

Notes and payment history tab

sales notes

This is where you can view the history and audit trail of the order such as when it was created, invoiced and any other status changes. You can see the details of the userID who made the updates as well as click on links to view any associated PDF document. You can also add your own notes to the order and upload a file at the same time. To add a note simply type it and save the order. To send a copy of any notes to the customer via email select the checkbox against the main contact's email address before saving.

 
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