Brightpearl Automation overview

Brightpearl Automation enables you to automate sales order processes carried out in Brightpearl, removing the need for someone to handle changes manually. By carefully analyzing your processes and creating effective Automation rules, you can achieve efficiency and speed in your business.

Here are some ways you can use Automation for your business:

  • Hit dispatch targets with auto-fulfilment of new orders
  • Get real-time financial reporting with auto-invoicing
  • Group customers for marketing using auto-tagging

A rule-based engine

Automation is a rule-based engine. Orders are checked to see if they match the conditions specified in each rule. If the order matches these conditions, and it is possible to carry out the rule's actions, then the actions are applied. If the order doesn't match these conditions, or if it isn't possible to perform the actions, then it is left unchanged until such time as it is eligible. 

You can create multiple rules to cater for different scenarios and workflows, enabling you to improve efficiency and throughput in many areas of your business.

Automation stops watching an order after all rules have completed, once the order is six months old or once the order is complete (fully shipped, paid and invoiced). As such, to ensure that Automation isn't watching orders unnecessarily, it is important to invoice your completed orders even if you don't use accounting within Brightpearl. You can even do this via an Automation rule.

Note: An Automation rule will only apply its actions to an order once. For example, if you have a rule that partially fulfils and order, it will only do this one time. The same rule will not partially fulfil the same order a second time.

Polling mechanism

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Automation checks Brightpearl for new sales orders every couple of minutes and applies actions to eligible orders almost immediately. If a rule isn't eligible to act when the order is first created, the order will be placed in a 'pending' list. Automation will then periodically check whether pending orders have become eligible. It will check at varying intervals, starting with every 30 minutes for new orders but checking older orders less frequently.

When checked, if any changes mean the order now meets the rule's conditions or mean actions which weren't previously possible are now possible (e.g. inventory is now available to fulfil the order) then the associated actions are applied. Read more about the polling mechanism.

Event-driven mechanism (beta)

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Please note: this feature is currently in beta-testing and as such is not yet available in all Automation-enabled Brightpearl accounts.

Event-driven means that orders are checked when Automation is triggered by an event. Events include:

  • Sales order created
  • Sales order modified
  • Goods-in received

Read more about event-driven Automation.

Scheduled rules

If you prefer a rule to run against orders at specific time each day, on a specific day of the week or a specific day of the month, you should instead create scheduled rule.

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