Overview of purchases

purchases_overview.png

In Brightpearl, the purchases module is where you manage purchase orders, receive goods in and can make payments to your vendors.

Purchase requisitions and orders can be generated in several ways:

  • Manual entry
  • Importing
  • Cloning from sales
  • Automatically using the low inventory report
  • Using add-ons like Demand Planner

The purchases module shares data across Brightpearl:

Vendors (Suppliers)

Purchase orders are always assigned to a vendor. The vendor's details are used to populate fields on the purchase order, such as the name, address and any discounts.

In return, processing purchase orders updates the vendor's account balance, financial history and timeline.

Products and inventory

Stock tracked and non-stock tracked products or services are added to purchase orders, and the product record is used to pull the prices, tax rates and account codes in to the order.

Inventory levels are updated when items are received or unreceived on a purchase order.

Accounting

Accounting journals are automatically created by when inventory is received, a purchase order is invoiced, or a purchase order is marked as paid.

Reports

The low inventory report allows you to see which items are getting low or are already out of stock. Using this report you can automatically generate a purchase order ready to send to your vendor.

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 (which hasn't yet been sent to the vendor) becomes an order which becomes an invoice. These are all tracked using 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 vendor", "back order" or "on hold with vendor".

Learn more about purchase order statuses here.

Purchase processes

There are three main processes involving purchase orders:

  1. Receiving inventory indicates you have received a delivery of items from your vendor. By marking the orders as received on the order, you increase your on hand inventory as well as update your accounting asset value. You can print goods-in notes to assist with counting and sorting items into the correct locations.
  2. Invoicing the purchase order locks the order and creates the necessary accounting to record how much money is owed to the vendor.
  3. Payment of the purchase order marks the order as paid and creates the relevant accounting to record money being withdrawn from the bank.

Receiving 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.

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.

The inventory statuses are as follows:

MWSnap148.gifNo stock tracked items are on the purchase order.

mceclip0.png Stock tracked items are on the order, but none have been received.

mceclip1.png Stock tracked items are on the order, some have been received.

mceclip2.png Stock tracked items are on the order, all have been received.

In addition, there are three icons used to indicate the status of drop-shipped purchase orders.

mceclip3.png No items have been shipped.

mceclip4.png Some items have been shipped.

mceclip5.png All items have been shipped.

Learn more about receiving items on purchase orders here.

Invoicing

The purchase invoice usually arrives with or just after goods are received. Typically, items are purchased on credit, so you will have a period of time to pay your vendor.

Receiving the invoice creates the necessary accounting, but also allows you to report on how much money is owed to vendors and when it's due.

Learn more about invoicing purchase orders.

Payment

Finally, you will pay your vendor when the money is due to them. Marking a purchase order as paid uses one or more vendor (supplier) order payments. Multiple part payments can be made against a purchase order, using different payment methods.

If a payment method is linked to a bank account, then accounting entries are made automatically as you work with order payments.

Payment status

Orders can be on one of the following payment statuses, which are updated by Brightpearl as order payments are created or removed:

  • Paid
  • Partially paid
  • Unpaid
  • Not applicable 

You can use these statuses to filter the purchases list.

For more information, read about order payments.

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