Getting started with Brightpearl sales & shipping

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

If you have had a go at other Getting Started exercises you may already have a few sales records.

All of your data can be reset during your trial period to clear these entries and prepare to go live.

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 & Inventory.

Creating a new sales order

It'll be easier for you, at this stage, to only try and sell items that are currently 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 MWSnap072  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
  1. 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

Allocating stock/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 really 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 is updated, look for the little exclamation mark icon at the top of the order allocation status .

Fulfilling the order

Fulfilling will create a goods-out note and indicate that you are ready to get the item packed up and shipped out.

  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 document...continue to the print, pick, pack and ship section...

Once fulfilled (i.e. a goods-out note has been created) the fulfillment status is updated, look for a little building block icon at the top of the order fulfill status .

Printing, picking, packing & 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 to collect 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, i.e. the order is ready to go!
  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 shipping status .

Invoicing & sending it to the customer

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  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.

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
  1. 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.

Viewing the sales pipeline

As you add more orders and quotes, you start to build up a pipeline of future potential revenue. Go to Sales > Dashboard , you'll see a number of different charts and reports that show exactly what's going on with all your sales. Powerful stuff. The Weighted Sales Pipeline shows the sales you have on the system that are not yet invoiced, and the date that you're expecting payment. Click the little tools icon to change the view to 4 months and Save. You can drill-down by clicking on the charts to see more detail.

Creating a sales order status

Your Brightpearl account is set with a number of pre-defined statuses, which of course you can edit if you want to.

  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 can now see this extra status in your menus. Your imagination is the limit!

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.
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