Getting started with Brightpearl sales and shipping

This is an introduction to sales and shipping in Brightpearl. All of these topics are covered in detail in the sales documentation.

To add products onto sales orders your products will need to already exist in Brightpearl. If you haven't already, run through Getting started with products and inventory.

Creating a new sales order

At this stage you will only raise sales for items available in your on hand inventory. Follow these steps to sell your products:

  1. On the left-hand side of the screen click the Quick Add icon mceclip0.png and select Order.
  2. Look up an existing customer, or add a new customer.
  3. Add line items to the order in any of the following ways:
    • Begin typing your product name or SKU into the Item code field directly on an order row and select the item from the displayed results to add it to the order. Add more rows using the Add more rows link.
    • Click the Batch Add link to search and add multiple items in one go.
    • Add a free text miscellaneous item by typing the item details directly onto the order row
  4. Click the Save changes button to save all the items into the order.

Each line is color coded:

  • A green line indicates the items are stock tracked and available in on hand inventory
  • A pink line indicates the items are stock tracked and currently unavailable (on hand inventory is too low)
  • A white line indicates a non-stock tracked item or free text line

Learn more about adding items to sales orders.

Allocating inventory to the order

Allocating inventory means it is reserved for an order and cannot be sold to someone else unless you unallocate it. It's an optional step, but it's useful for effective inventory management.

  1. Just below the line item on the order, click the Allocate all link.
  2. Click the Save changes button.

Note the inventory details displayed just below the product name on each line item. Once allocated, the allocation status will be updated - look for the exclamation mark or check icon at the top of the order.

Learn more about allocating inventory to sales here.

Fulfilling the order

Fulfilling a sales order will create a goods-out note and indicate that you are ready to get the item packed up and shipped out. Once fulfilled (i.e. a goods-out note has been created), the order's fulfillment status will be updated - look for a packed box icon at the top of the order.

  1. Hover your mouse over the Fulfill order link at the top of the order.
  2. Click Fulfill and ship later.
  3. The goods-out note is created (where all items are in available). A green message box displays the goods-out note reference, e.g. GN#100001/1. Click this reference to open the goods out note and read further to learn how to process the goods not note.

Printing, picking, packing and shipping

  1. Click the Print button to print the goods-out note and timestamp it.
  2. Click the Pick button to mark the goods-out note as picked. Picking is the process of selecting the inventory items from their storage location - you can print picking lists when goods-out notes are marked as picked in batches.
  3. Click the Pack button to mark the order as packed. Packing is the process of making up the parcels to be shipped out.
  4. Click the Ship button to mark the order as dispatched and timestamp it.
  5. Click the Close button to return to the order.

Once you have marked the goods-out notes as shipped your inventory levels are reduced and your inventory accounting is updated. The shipping status on the sales order will be updated - look for the little truck icon at the top of the order.

Learn more about fulfillment of sales orders here.

Invoicing the order

You will need to invoice in order to complete the sale and generate the accounting, even if you don't intend to send the invoice to your customer.

  1. In the order click the Invoice button at the top.
  2. A warning message will be displayed - click OK.
  3. Click the Email/Print button to view the document.
  4. Click the Email link at the top. Select your customer's email address and click Send.
  5. Click Close. A PDF invoice can be seen in the notes and payment history on the order.

The status of the order is automatically updated. Invoicing your customer will update your customer's account to indicate that they owe you money. It will also update your accounting. If your customer has already paid and does not require an invoice, you must still perform the step of invoicing to update the accounting.

Learn more about invoicing sales here.

Recording the customer payment

A payment can be recorded against an order at any stage of the sales cycle. If you have registered with a credit card service (such as Opayo or you can record and take the payment directly within Brightpearl at the same time!

  1. Scroll to the bottom of the sales order.
  2. Click the  Take Payment  button.
  3. Select the payment method from the fly-up menu.
  4. In the pop-up window, enter:
    • The  date the payment was received, let's say today
    • The payment reference
    • The amount paid
  5. Click the Submit button.

The order is marked as paid and the accounting is created. The payment is displayed on the customer's financial history and updates their account balance.

Learn more about taking payment for sales here.

Creating a sales order status

Your Brightpearl account is set with a number of predefined statuses which can be edited to suit your needs.

  1. Go to Settings > Sales > Sales statuses.
  2. Click the Add a new status button.
  3. Enter "On hold - payment issues" into the Order status name.
  4. Set the number of remind days to 3, which means that you'll get a reminder if sales on this status are not updated within 3 days.
  5. Select a color for the status using the color wheel.
  6. Click the Add new status button.
  7. The screen refreshes with the new item added to the list of statuses. You can rearrange the statuses by clicking and dragging using the green arrow on the left.

You'll now see this status in the Sales menu.

Tip: Keep things simple until you are comfortable with the rest of the system. This is a powerful feature, but it's easy to get distracted by settings too early in your learning process.

Managing your sales workflow

You've just created a new sales order status. These can be manually changed on orders but you can also select which ones should be automatically picked up after certain events happen, such as invoicing. This is known as the sales workflow.

  1. Go to Settings > Sales > Sales workflow.
  2. Work your way down the screen selecting which status should be applied after each event.
  3. Click the Save changes button.

Learn more about sales order statuses and the sales workflow here.

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