Sales orders field descriptions

This is a guide around quotes, orders and invoices, intended 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 of tabbed regions. Each field, link and button is explained in this guide.

Statuses and icons

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Field/Link/Button Description
SO# This is the order number, automatically generated by Brightpearl. It is a unique identifier and can be used to search for an order in any relevant reports.
SI- This is the sales invoice number. It is an automatically generated number which is always prefixed by 'SI-' (or 'SC-' for sales credits). It is only generated and displayed after an order has been invoiced.
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.

Learn more about sales statuses here.

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 fulfillment 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

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

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Field/Link/Button Description
Fulfill order

Fulfillment is the process of creating goods-out notes. This is required for shipping your orders and updating inventory.

The three options are:

  • Fulfill and ship later: create a goods out note to be processed later
  • Fulfill and ship now: create a goods out note to be completed immediately
  • Partial/advanced fulfill: allows fulfillment of specific rows and the creation of drop-ship purchase orders. This functionality must be enabled under Settings > Products/Inventory > Inventory settings before it can be used.
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 and channel of the order, but you can manually change the template before printing or emailing.

Learn more about default templates.

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 affect inventory.

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 under Settings > Sales > Sales workflow.

Customers can also approve their own orders from the web portal. When an order is approved it will be moved the the "Approved" order status.

Approving an order locks it to further changes. The order would have to be unapproved to be able to edit it, which can be done by clicking the arrow next to 'save changes' on an approved order.

Take payment

Allows you to select a payment method in order to mark the order as paid.

Note this will not actually take a payment from a customer unless the payment method is linked to a payment gateway via the Brightpearl Payments app.

Learn more about order payments here, and Brightpearl Payments here.

Delete

This will completely remove the order.

Orders can only be deleted if they meet the following criteria:

  • The order is not invoiced
  • The payment total against the order is zero
  • The order is unfulfilled and unshipped

Deleting an order completely removes it from the system - searching for the order number won't return any results. 

You may wish to use the 'Canceled' order status instead in order to maintain an audit trail.

Clone to a new sale

Cloning allows you to copy the order to create a new order. This can be useful if a customer places identical orders, or if you want to copy a previous quote for a different customer.

When cloning, you can include cross-references between the orders if desired.

Clone to credit note

Clone a sales order to a credit note to reverse an invoice.

Cloning will exactly copy the details of the sale to a credit.

Change customer

Switch this order to a different customer.

This option can only be used if the order meets the following criteria:

  • The order has never been paid
  • The order has never been invoiced
  • The order is not shipped
Clone to PO Clone the sale to a purchase order where items are out of stock and you wish to order them from your vendor.
Print labels 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

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Field/Link/Button Description
Customer The customer's information is 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, the invoice date will default to today's date.

When you invoice the order it will remain as the date the order was created unless manually changed.

You can also specify that the current date should always be used for invoices under Settings > Company > Accounting: Options.

Once an order is invoiced, this date is locked from further editing.

Payment due

This will be calculated when the order is created using the invoice date and customer credit terms.

Alternatively, set it to recalculate at the point of invoicing under Settings > Company > Accounting: Options, by setting 'Recalculate payment due date when invoicing' to 'Yes'.

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 going to Settings > Sales > Sales Settings and setting 'Auto-assign sale to contact owner' to 'Yes'.

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 field 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 purchase order number here.

This field will also be used when orders are imported or downloaded from sales channels such as eBay or Magento.

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, e.g. from a particular marketing campaign.

Channel This indicates which sales channel the order came from, such as an online marketplace like eBay or Amazon, a webstore, or an import.
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.

Learn more about seasons.

Products and prices tab

sales products prices

Field/Link/Button Description
Item Code Use this field to search for products or services that have been set up in the products module.
Details

This is where item names are displayed. Clicking into the box will allow you to add to or amend the description if required.

If the line is for a stock tracked product the inventory levels are displayed. 

Once the sale has been saved a checkbox will appear next to each row, allowing you to select multiple rows to perform batch actions.

Account Code

This is the account (nominal) code where the sales revenue for this line will be posted once the order is invoiced.

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 miscellaneous lines.

Tax code

This is the tax code assigned to the row, used to calculate the tax amount for each row.

The tax code is set against individual products/services, but will be overridden by rates set on the customer account. The company default will be used for any miscellaneous lines.

Qty The number of units of the product being ordered.
List Price This is the price of the product taken from the price list assigned to the order. The list price column is only displayed when the discount percentage column is enabled under Settings > Sales > Sales settings.
Discount %

The percentage the row is to be discounted by. It can be manually entered, but will be automatically populated across all line items if set against the customer record.

To display this field go to Settings > Sales > Sales Settings and set 'Show "list price" and discount columns on sale edit screen' to 'Yes'.

Warning: This setting cannot be switched off once a sale has had a discount applied!

Price

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).

Tip: If the discount field is being used, the price field is not editable.

Total The total charge for the line (price multiplied by quantity).
Tax

The tax amount of the row. The tax amount can always be edited.

Manually edited tax amounts will be highlighted in yellow.

Note: The tax column will only display if the order is set to 'Prices exclude tax' mode.

Add row Use this link to add a blank row to the order.
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 next to the relevant rows then click this button to split them to back order.

Learn more about back orders here.

Reset prices

Clicking this link will fetch the prices from the order's price list again.

Use this functionality if the price list on the order has changed or if you want to remove any manual price 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 to the customer record, or if not defined, from your company default.

For eBay Magento, or webstore orders the price list is defined by the sales channel's settings.

Price mode

This indicates whether prices on the order include or exclude tax.

This setting is applied automatically based on whether the price list is net or gross.

Exchange Rate

Displayed only for foreign currency sales.

This displays the exchange rate being applied to convert the sale into base currency 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 will be used by default when fulfilling the order to a goods out note.

Warehouse

This is the warehouse where the order is to be shipped from. The inventory quantities relate to this warehouse. 

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.

Before the order is marked as shipped, the 'Cost' tab uses this price list to estimate profit margins. 

Settlement discount

To apply settlement discount for early payment of the order, enter the percentage to be discounted and with how many days and then click 'Apply'.

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 set up shipping charges. Click a quote to add it to the order as a new line item.

Learn more about shipping charges here.

Take payment

Allows you to select a payment method in order to mark the order as paid.

Note this may not actually take a payment from a customer unless the payment method is linked to a payment gateway via the Brightpearl Payments app.

Learn more about order payments here, and Brightpearl Payments here.

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), but the contact name will remain as the person who placed 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.

Which email address to use can be configured under Settings > Sales > Sales settings.

The customer name and company name displayed on the sales list is taken from this address.

Invoice address

This will always be the address marked as "default" on the customer record, unless a separate billing address is specified.

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), but the contact name will remain as the person who placed 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.

Which email address to use can be configured under Settings > Sales > Sales settings.

Delivery address

This will always be the address marked as "default" on the customer record, unless a separate delivery address is specified.

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), but the contact name will remain as the person who placed the order.

The email address, 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.

Choose...

Use this link to view all addresses associated with the customer record, or to search for an address linked to 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 Loqate.
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. Custom fields can be set up at Settings > Custom fields > Sales.

Learn more about custom fields here.

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 a miscellaneous row will not post any figures to accounting! It is purely for sales reporting purposes.

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 user 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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