Creating & Editing Purchase Orders

Brightpearl requires you to create a purchase order for any stock you wish to buy, so that the quantities can be tracked and their cost value can be allocated against an invoice later.

The best time to create the purchase order is before you place the order with the supplier so you can keep track of stock you're waiting to receive and prevent over ordering. You can also use Brightpearl to email the purchase order automatically to the supplier.

Manually entering purchase orders

Purchase orders can be manually entered directly into Brightpearl.

How to create purchase orders

Begin a new order in one of the following ways:

  1. Select  New purchase order  from the Purchase menu, the search for an existing supplier or add a new supplier.
  2. Select  Purchases  from the Quick Add icon on the left hand side of the screen.
  3. Search for and open the supplier and select  New Purchase Order  from the right hand side of the screen.

Add an order row:

  1. In the  Item code  field begin typing your product name or SKU.
  2. Click the link below the line items to add more rows.

Please note that if you have turned on the setting for "Limit product selection to assigned items only" within Settings > Purchases > Purchase settings , then you will only be able to search for and add products to purchase orders that are supplied by that particular vendor.

Batch add products:

  1. Click the  Batch add price list items  link below the order rows.
  2. In the pop-up window search for your products.
  3. Enter the quantity against each item to be added to the order.
  4. Click the  Add  button to add them all.
  5. Close the pop-up window.

Add free text rows:

Free text rows can be used to add extra items, such as shipping, discount or even just further details.

  1. Click the link to add a new row.
  2. Place your cursor in the  Details  section of the line, where it says "-type free text here...".
  3. In the Account drop-down, choose the account/nominal code to which this purchase belongs. This will be used to track purchases by category in your accounting.
  4. Select the tax code if applicable.
  5. Enter the quantity.
  6. Enter the price (enter a negative value for discount).

Importing purchase orders

Purchase orders can be imported into Brightpearl from an Excel spreadsheet.

You will need your suppliers (vendors) to exist in Brightpearl and have email addresses, this is how they will be matched during the import process.

How to create a data map

  1. Go to Settings > Data / Import , and select the relevant import routine - accounts, products, customers/suppliers or orders (for both sales and purchases).
  2. Click the Add a new data map button.
  3. Enter a name for your new data map.
  4. The left-hand panel defines the data map. Chose fields from the right-hand side and add them to the left-hand side. Ensure they are in the same order as they are in the import file.
  5. Scroll to the bottom of the window and save the data map.

You can export a sample of your data map into Excel to check it over; you can even use it to add your data into the correct format for importing.

How to import purchase orders from Excel

Orders can be imported into Brightpearl from a spreadsheet. You will need to:

  1. Prepare the file
  2. Format the file
  3. Create a data map
  4. Test the import file
  5. Import the orders

1. Prepare the file

The imported file can contain only fields supported by Brightpearl (as listed below) - where additional fields are included consider creating a custom field in Brightpearl or removing it from the spreadsheet.

Column headings

Column headings must match the name of the Brightpearl field, as listed in the table below.

Cells of data

Cells should contain only the data relevant to a particular field, for example, a full address cannot be entered into a single cell it must be split across multiple columns for "Street", "Suburb", "City" etc.

Multiple line items

Each line item of an order (i.e. product) must be recorded as a separate row in the spreadsheet. An order reference is required in order to group each row into a single order in Brightpearl - apply the same reference to each row.

First column

The first column must always be "Order ref" or the import will fail. The order reference must be unique for each order in the spreadsheet as well as across orders that already exist in Brightpearl.

What data can be imported?

This table describes each field that can be imported on a purchase order:

Field Description Required
Order ref This must be in the first column. It is used to group multiple order rows onto a single order record. Yes - must be the first column
Vendor/Supplier email The email is used to look for existing vendor record. Where a match is found it will be used. Where no match is found a new vendor will be created, providing you have included the vendor's name in your file. Yes
Item SKU

Where a matching SKU is found in Brightpearl the product will be added to the order.

If this field is left blank a miscellaneous line item (free text) will be added.

 
Item name This will be entered as the line item text. This will override the product name in Brightpearl where an SKU is matched. Yes
Item qty Quantity of the item. Yes
Item net Not supported - please use item gross to ensure correct VAT rounding.  
Item gross This will be used as the item price. This is the price that will be used on the order. If not included the price will be zero. Yes

Shipping (net)

Shipping (gross)

This will add an additional line item called "Shipping". Use either shipping net or gross. If both are added one will be ignored.

The shipping charge applicable to the whole order must be entered against a single row. If multiple rows for the same order have a shipping charge entered only the first value listed is used.

 

Item tax code

Item tax amount

Include one or both of these these columns to apply tax amounts and codes to line items.  Learn how tax is applied / calculated on order imports below

At least one of these
Order total This will be used to display the order total for the entire order.  
Date time This will be used as the creation date and time and tax date. It must be formatted as a date field to display: YYYY-MM-DD hh:mm:ss.
If not included the date and time the import is performed will be used.
 
Date This will be used as the creation and tax date. It must be formatted as a date field to display:  YYYY-MM-DD.
If not included the date and time the import is performed will be used.
 
Comments This entry will be added as a comment in the notes and payment history on the order.  

Vendor name

Vendor company

Vendor telephone

Vendor mobile

Vendor street

Vendor suburb

Vendor city

Vendor state

Vendor  postcode

Vendor  country

These details will be used to create a new v endor  record where no existing record can be found (by matching email).

If an existing vendor record is matched by email address the order will be added to the vendor account, but these address details will be applied to the order. The vendor record will not be updated.

Vendor country must be the country name, not ISO country code.

 

Delivery  name

Delivery  company

Delivery  street

Delivery  suburb

Delivery  city

Delivery  state

Delivery  postcode

Delivery  country

These details will always be used as the delivery name and address for the order even if an existing vendor record is matched by email with a different delivery address. An existing vendor record will not be updated with a new delivery address.

If these fields are not included, or are included but left blank the vendor details (as above) will be used.

Delivery country must be the country name, not ISO country code.

 

Billing name

Billing company

Billing suburb

Billing city

Billing state

Billing postcode

Billing country

Billing telephone

Billing Email

These details will always be used as the billing name and address for the order even if an existing vendor record is matched by email with a different delivery address. An existing vendor record will not be updated with a new delivery address.

If these fields are not included, or are included but left blank the vendor details (as above) will be used.

Billing country must be the country name, not ISO country code.

 

Payment amount

Payment date

Payment ref

Payment account

Payments can only be imported with sales orders  
PCF_* Custom fields can be populated on purchase orders where they pre-exist in Brightpearl. The column heading must begin "PCF_" followed by the custom field code, e.g. "PCF_CODE".
Dates must be formatted as a date field to display: YYYY-MM-DD
 

Applying tax to imported orders

The spreadsheet for import must included at least one of "Item tax code", "Item tax amount", or it can include both.

The rules below explain what tax amount and code will be applied, depending on the tax mode:

Sales Tax (USA) rules

Item tax amount column included? Item tax code column included? Tax amount applied: Tax code applied:
Yes Yes

Item tax amount in spreadsheet (if blank tax code used to calculate)

- Not rated
Yes No Item tax amount applied to sale. - Not rated
No Yes Item tax code used to calculate tax amount (must exist in Brightpearl) Tax code in spreadsheet
No No The whole import will fail.  

VAT (UK) rules

Item tax amount entered? Item tax code entered? Product tax code set? Customer tax code set? Tax amount applied: Tax code applied:
Yes Yes Yes n/a Item tax amount in spreadsheet Item tax code in spreadsheet
Yes No Yes n/a Item tax amount in spreadsheet T9 Not Rated
No Yes Yes n/a Item tax code in spreadsheet Item tax code in spreadsheet
No No Yes No Product tax code Product tax code
No No Yes Yes Vendor tax code Vendor tax code

Note: When the tax amount has been applied by the "Item tax amount field" and not calculated from a tax code it is represented as manual tax visible as a tax amount field shaded yellow on the sales order row.

2. Format the file

The import file must be saved as an .xls file type - Excel 97-2003. Need help converting a file to .xls?

3. Create a data map

A data map is used to read the spreadsheet - it is a list of all the columns that are included in the spreadsheet and the order that they are in. Only fields supported by Brightpearl can be imported - where a matching field is not available consider creating a custom field or removing it from your spreadsheet.

Once a data map has been created it can be used every time a file of the same mapping is imported. Data maps can be copied and edited for variations of import files.

  1. Go to Settings > Data/import > Import orders .
  2. Click to add a new data map.
  3. Enter a name for this data map.
  4. Add "Order ref" as the first item, and ensure this is also the first column in your spreadsheet.
  5. Continue to build up the data map on the left-hand side of the window and ensure that it matches the columns headings and sequence of the spreadsheet.
  6. Scroll to the bottom of the window to save the data map. It will be listed, along with any existing data maps.

4. Test the import file

  1. If you have just created a data map you will be ready and in the right place, otherwise, go to Settings > Data/Import > Import orders .
  2. Locate the data map fitting the structure of the file to be imported and click the Import link.
  3. Leave the first box unchecked to perform a test run.
  4. If you wish to receive an email report of the import - includes errors, number of records read/created etc.
  5. Browse for and select your saved file.
  6. Click the Upload XLS file button.

Any errors will be shown at the top of the screen and in the email report. If the same problem occurs for every line the error will be repeated for each one. No data will be created.

5. Import the orders

  1. If you have just tested your file you will be ready and in the right place, otherwise, go to Settings > Data/Import > Import orders and click Import against the relevant data map.
  2. Check the first box Import values  to go ahead with a live import.
  3. If you wish to receive an email report of the import - includes errors, number of records read/created etc.
  4. Leave the Skip orders already imported unchecked, unless some of the orders have already been created. If checked any orders which have the same order reference as an existing order in Brightpearl will be skipped. Note that if this is unchecked and a matching order reference is found in Brightpearl the whole import will fail.
  5. Browse for and select your saved file.
  6. Click the Upload XLS file button.

To see your imported orders go to Purchases > Recent purchase orders .

Cloning purchase order to purchase order

An existing purchase order of any status, and from any contact, can be copied to generate a new order for any other contact. Once the order has been copied the contact can be changed.

If you place a regular order with a supplier you can use the multi-clone function to generate a series of orders at specific intervals.

You can also automatically add an activity (task) for a staff member at each purchase order date to remind them to action it.

How to clone a single purchase order

  1. Search for the original purchase order.
  2. Click the copy icon next to the listed order, or open the order and click the drop-down arrow on the Save changes button and click  Clone to PO .
  3. If you want to change the status of the original purchase order at this stage, you can do so. You can also choose the status on which the purchase order is created.
  4. Specify whether you want the new order to be linked to the original. You might want to say 'No' if the new order is for a different supplier.
  5. Select whether the delivery address is to be direct to customer or to your chosen warehouse. If you choose direct to customer, this order will NOT set the order as drop-ship, this must be done from a sales order using advanced fulfillment.
  6. Click  Clone now .

How to clone an order multiple times

  1. Search for the original purchase order.
  2. Click the copy icon next to the listed order, or open the order and click the drop-down arrow on the Save changes button and click Clone to PO .
  3. If you want to change the status of the original purchase order at this stage, you can do so. You can also choose the status on which the purchase order is created.
  4. Specify whether you want the new order to be linked to the original. You might want to say 'No' if the new order is for a different supplier.
  5. Select whether the delivery address is to be direct to customer or to your chosen warehouse. If you choose direct to customer, this order will NOT set the order as drop-ship, this must be done from a sales order using advanced fulfillment.
  6. Click Clone now .

When you clone the purchase order, one will be created for the current date and each future date as per the frequency settings.

Cloning sales order to purchase order

Purchase orders can be created directly from sales orders. This can be done for a single sales order, or for batches of sales orders. Please see our Cloning Purchase orders from Sales orders support document to find out more: https://help.brightpearl.com/hc/en-us/articles/115001139826-Cloning-Purchase-orders-from-Sales-orders.

Editing purchase orders

Purchase orders can be edited by making changes one order at a time, or in batches from the purchase list.

Batch processing allows you to:

  • Adding or removing contact tags from the supplier (vendor)
  • Update expected delivery dates
  • Update the order or credit status
  • Sending emails or SMS
  • Batch invoice the orders
  • Print using a template
  • Merge multiple orders into one

Once the invoice has been received on a purchase order it is no longer possible to edit order rows.

How to batch edit purchase orders

  1. Go to Purchases > Recent Purchase Orders .
  2. Use the filters to search for the orders to be updated.
  3. Use the checkboxes to select each order.
  4. Use the batch processing buttons at the top of the order list to make updates.

pobatchprocess

How to merge purchase orders

  1. Go to  Purchases > List Purchase Orders .
  2. You will need to filter by the supplier, you must do this by clicking on their name in the listing. If you have a long list of orders you can use the filters to search for their orders by name, but you must still click on the supplier name for the system to recognise the name filter has been applied.
  3. (Multi-warehouse only) Filter by the relevant warehouse.
  4. Once the orders are displayed, select the checkboxes next to each purchase order to merge.
  5. Click the  Merge purchase order  button.
  6. A warning message will be displayed, click  OK  to continue.

A new purchase order is generated and the original orders are deleted.

 
Have more questions? Submit a request

0 Comments

Article is closed for comments.