The purchases module within Brightpearl is where you manage purchase orders, receive goods in and can make payments to your suppliers.
Purchase requisitions and orders can be generated in several ways:
- Manual entry
- Automatically using the low inventory report
The purchases module shares data across Brightpearl:
Retrieves supplier information such as name and address, and credit terms and limit.
Updates supplier balances, financial history and the timeline.
Stock tracked and non-stock tracked products or service items can be added to orders to retrieve prices and tax rates. Inventory levels are updated when items are received, or unreceived on a purchase order.
Accounting journals are automatically created by receiving inventory or invoices on purchase orders. Invoicing will update the supplier account balance (accounts payable), record purchases and purchase tax. Receiving inventory will update inventory value (assets) and post the purchases amount which is used for cost of sales accounting.
The low inventory report allows you to see which items are getting low or are already out-of-stock. Using this report you are able to automatically generate a purchase order ready to send to your supplier. The product list will allow you to see current inventory levels as well as the items currently on order.
Statuses and purchase order workflow
A purchase is tracked through the purchase process using Purchase Statuses. A pending purchase (not yet sent to the supplier) becomes an order which becomes an invoice. These are all statuses.
You can create as many purchase statuses as you need in order to fit your own purchase processes. For example you may want a status for "sent to supplier" or "back order" or "on hold with supplier".
Default status and automated status changes
When you begin a new purchase order in Brightpearl, it will pick up the default status as defined in the purchase settings. When you send it to your supplier it will automatically be given your "sent" status, for example "placed with supplier".
To set up the statuses used, go to Settings > Purchases > Purchase settings.
Statuses should not be used to manage inventory, such as whether inventory has been received. Brightpearl automatically tracks the status of received inventory on orders using the inventory status which is a brick icon (see below for a screen shot).
Remind days for in-app notifications
"Remind days" can be assigned to statuses. This enables Brightpearl to provide notifications when orders on that status haven't been updated for a period of time. Notifications appear in the left pane of the back office screens.
Email notifications for order status changes
Assigning an email address to a status will prompt Brightpearl to send an email alert when a purchase order is assigned to a status manually in back office. Orders updated over API don't currently trigger emails.
Receiving invoices from suppliers
Every purchase invoice needs to be matched to the relevant purchase order in Brightpearl. An invoice is not entered as a separate record, it is received against the original order to create the accounting and update the supplier account with the amount you owe.
Purchases & inventory
The close integration between purchases and inventory means you can easily add stock tracked products to purchase orders. If you have kept a record of it, you can place orders using the supplier SKU and price.
When you receive the delivery of items you need to book them into your inventory. By marking the items as received on the order they are automatically placed into on hand inventory, updating your accounting asset value at the same time. During the receiving process you are able to print a goods-in note to assist with counting and sorting the items into the correct locations.
Purchases of stock tracked items can be monitored using the Inventory Status. This will tell you whether none, some or all of the items have been received on the order.