Inventory Management (Shopify)

Brightpearl is the central inventory management system for all your integrated sales channels and should be where you maintain a master list of all your products. Ensuring inventory is effectively managed your products will need to be assigned unique SKUs which are standardized across all your channels. This enables your products to connect across applications. This connection is essential for updating inventory levels on each of your sales channels.

Inventory levels

Brightpearl provides several different inventory levels to help you monitor what’s on your shelf, what’s allocated to orders and how much you have left available to sell - the quantity on-hand. It is this on-hand inventory level which is sent to Shopify and your other sales channels.

You will see your inventory update on Shopify within a minute or two of the change.

The on-hand level is updated each time one of the following occurs:

  • Inventory is allocated to a sales order
  • Inventory is received on a purchase order
  • A correction is done to add or remove inventory
  • Items are received on a sales credit (and returned to stock)

Bundles & kits

Shopify does not support bundles or kits, but a simple product can be used to list multiple items. This simple product can be connected to a Brightpearl bundle. This allows you to manage inventory for each item individually and sell them individually too. When an order downloads the bundle will add on each individual item. But there are limitations. A Brightpearl bundle is non-stock tracked and has no quantity so you will need to manage availability manually on Shopify. And since only the bundle line, and not the contents of the bundle, is connected to Shopify no shipping update will be sent as this line is non-stock tracked and never considered shipped.

Multi-warehouse

Each Shopify store integrated with Brightpearl can be linked with multiple warehouses in Brightpearl for synchronizing inventory levels. Where more than one warehouse is selected the combined on-hand inventory levels will be uploaded to Shopify. However, only a single warehouse can be selected for automatically allocating inventory on the downloaded order. Items on the same order can be shipped from multiple warehouses using advanced fulfillment.

Related how to guides - Shopify inventory management

How to update inventory levels by CSV (importing)

Inventory levels in Brightpearl can be updating in bulk by importing a CSV file.

Where a product is connected to a sales channel, those inventory levels will be updated on the sales channel where the inventory level has changed.

Follow these steps to update inventory levels by CSV:

  1. Create your file ready for import. This can be done by first exporting a list of your products and removing unwanted columns. Export your products from Products > List products .
    Howto Update inventory by CSV 1
  2. The import file must be a CSV file, and contain only, and all of, the following columns:
    Howto Update inventory by CSV 2
  3. Save the file as a CSV type file.
  4. Now import the file at Products > Update inventory by CSV . Make the following selections:
    Product ID :
    This is the Brightpearl product number assigned by Brightpearl when a product is created. It is displayed in an exported file of products and can be used to match items during an update.
    SKU :
    This is the Brightpearl product SKU. It can be used to match items during an update instead of using the Product ID. If it is blank it cannot be used for updating. SKUs can only be updated using the Product Import, not the inventory level import.
    - Quantity :
    The import can be used to adjust the current inventory level by this quantity (increase or decrease by this quantity) or to set it to the quantity in this field.
    Location :
    If warehouse locations is activated you will need to specify into which location the items are being added or from which to be removed. If it is not activated leave the fields blank.
    Item cost price :
    When increasing or decreasing inventory levels accounting entries are made to adjust inventory asset values. The accounting entries are made using the cost price of the product set here or from the 
    Match product by :
    SKU or Brightpearl ID. Both these columns are included in your file. If you don't have SKUs use the product ID.
    Quantity :
    Specify whether the file contains the actual quantity in stock, or a figure by which the existing inventory level should be changed by (e.g. 1, or -1, to increase or decrease by 1).
    Warehouse :
    Select the warehouse your are adjusting the inventory level in.
    Use cost price from :
    A cost price is required for making the accounting entries for each stock correction. The price can be taken from a price list or from the file.
  5. Browse for and select the CSV file to import.
  6. Click the Update inventory button to update the inventory levels. This cannot be reversed.

FAQs

I keep getting an error message saying, "Stock correction failed. Not enough on hand availability of product at specified location to perform stock correction". What do I need to do?

It is not possible to reduce your on hand stock quantity to below zero. Although your "in stock" quantity may be remain above zero if you were to reduce it, some of the stock may be allocated to sales orders and therefore your on hand level is less and would fall below zero. Take the following example:

In stock = 10

Allocated to sales orders = 9

On hand = 1

Import attempts to reduce by 5 and fails with the error.

You will need to un-allocate your stock before reattempting the import.

How to refresh Shopify inventory levels

Please contact support if you require a full inventory sync.

 
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