How Brightpearl POS works with Brightpearl's back office

Product, users, store sync

Once you have set up your store and users in Brightpearl, the initial installation of your store on the iPad will push all store settings, products, and users to your device.

After the initial setup, any updates to the product, users or store settings in Brightpearl will be pushed to the iPad automatically.

Changes are pushed as soon as they are made. If you are not in a transaction, your iPad will update immediately. If you are, it will update once the transaction completes.


When you process a sale that isn’t being shipped later or back ordered, it is assumed that the customer has the product and is taking it with them.

As such, the inventory will be removed from the store's warehouse.

If you use Advanced Fulfillment to ship the items later, they will be fulfilled to a goods out note against the specified warehouse, ready to be printed, picked, packed and shipped.

If you select to mark the items as on back order, they will neither be allocated nor fulfilled.

For more details on how the orders are processed check here.

When you process a refund, it is assumed that the customer has returned the product. As such, the item is added back into the store’s inventory. An inventory transfer/write off/quarantine will be required if the product is not going back into stock.

Sales, returns and exchanges

Brightpearl POS is able to process sales, refunds and exchanges. A completed transaction will create:

  • A sales order for a normal sale
  • A sales credit for a refund
  • Both a sales order and a sales credit for an exchange

The receipt ID is generated on the iPad app and added to the customer reference field on the order or credit in Brightpearl. The receipt ID is made up of 8 characters separated by a hyphen - for example, 0315-000A (see the highlighted field below).


For an exchange, the customer reference will be suffixed by -SO on the sales order and -SC on the sales credit.

Example customer reference for a sales order:


Example customer reference for a sales credit:



With the exception of on account sales and deposits payments, sales, returns and exchanges will create sales orders and credits that are fully paid and invoiced (depending on the store’s configuration regarding automatically invoicing the POS sales).

For on account sales, the orders will be invoiced but have no related payment. For orders paid with a deposit, the order will be invoiced and part paid.

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