New orders placed through BigCommerce will be created in Brightpearl. The app can be configured to only download completed orders or include pending orders as well.
The order download can be activated and deactivated at any time from within BigCommerce.
Order download triggers
Orders will be created in Brightpearl at the following times:
- Real time
When an Order Created webhook is fired, Brightpearl attempts to download the new order.
- Hourly check
If no webhook received within an hour, we will perform an hourly sweep to make sure any missing orders are created in Brightpearl..
- Nightly reconciliation
There is also a nightly reconciliation run at (3am Brightpearl server time) to see if any orders were missed in the last 24 hours.
A manual order download can be triggered for a single order from the Brightpearl BigCommerce app.
Import single order
If for any reason an order fails to download you can ask BigCommerce to try and force it to download to Brightpearl.
In the Shopify Order ID field enter the Shopify Internal ID (this is found in the URL when you're viewing the order in Shopify (eg if your order URL is http://mystore.myshopify.com/admin/orders/123456789 then the Shopify Order ID is 123456789)
New order status
New orders will be created with the order status chosen in the app configuration.
Order statuses can be mapped bi-directionally between BigCommerce and Brightpearl. Customer Brightpearl order statuses can be mapped to BigCommerce order statuses. These order statuses update in near real time leveraging webhooks.
If pending order download is switched on, a status update should be mapped for a complete order in BigCommerce to a new order status in Brightpearl.
New and existing customers
If a new email address is found on the order, a customer will be created in Brightpearl, regardless of whether they chose “guest” or “account” during checkout.
Email address 2 and email address 3 in Brightpearl are not checked when searching for existing customers to assign the order to.
An order from a repeat customer will be added to their existing account. By default, the customer’s contact record will be updated with the most recent information from that order. This can be disabled by toggling the “Block contact updates” option under the Channel configuration tab in the app.
Brightpearl has 3 address fields on an order:
- Invoice (called billing in BigCommerce)
By default, primary address is mapped to delivery address. This can be switched under the Channel tab in the app.
SKUs and product description
On order download, Brightpearl attempts to match a product’s SKU in BigCommerce to a SKU in Brightpearl. If a match is found, that product is added to the order in Brightpearl. If it cannot be found, the product will be added as a miscellaneous line item. It is recommended to add the missing product in Brightpearl, delete the sales order in Brightpearl and then redownload using Single Order Import. This ensures that the fulfillments post correctly to BigCommerce.
Price, tax and total
Brightpearl will always respect the item price and tax collected on BigCommerce. In rare cases a reconciliation line may be required to ensure the order total matches BigCommerce.
The price list on new orders can be selected in the Channels tab in the app.
The tax code assigned to an order row will be selected based on the Brightpearl sales tax rules.
BigCommerce automatically spreads discounts across products over the API. All discounts, excluding shipping, will be spread across products using a weighted average based on price.
Foreign currency and exchange rate
When a BigCommerce order downloads into Brightpearl it will be created in the BigCommerce default currency. Where the order currency is different from the Brightpearl base currency it will be considered a foreign currency sale and all the necessary conversions will be carried out for accounting purposes.
The exchange rate applied to a foreign currency order in Brightpearl is the one supplied by BigCommerce.
On order download, Brightpearl checks a product’s SKU to see if there is a match in Brightpearl. If a matching SKU is found, the item is added to the order. Brightpearl will attempt to allocate inventory from the default warehouse selected in the Inventory tab of the Brightpearl app in BigCommerce. Inventory will not be allocated if inventory is available in an alternative warehouse but not the default warehouse.
If no matching SKU can be found, a miscellaneous line item is added using the product details from BigCommerce. This is a non-stock tracked line item which will not update any inventory and cannot be shipped. It is fine to manually swap and change these items for products - the shipping update will be sent to BigCommerce once the order has been marked as fully shipped in Brightpearl (but will not assign the tracking reference, this needs to be done directly in BigCommerce).
Each line item is assigned a nominal code. This is retrieved from the matching product record, and where no match is found, the default is applied. For shipping and discount lines the default codes are assigned, these are defined at Settings > Company > Accounting: Nominals.
The integration fully supports customizable products, adding any BigCommerce Options to the order in Brightpearl.
Discounts, coupons and promotions
Coupons will be added to the order as a line item with no value. The discount from the coupon will be spread across products, excluding shipping discounts, weighted by item value. The coupon code will be added into the line item description so you can search for orders that contain the coupon. Brightpearl coupons are used only for Brightpearl Point of Sale and don’t synchronize with your ecommerce store.
Shipping discounts will only discount the shipping line item as opposed to all products.
Selling gift certificates
Gift certificates will be downloaded as non-stock tracked products. The account code for the revenue of the gift card will be the gift card account code selected in Brightpearl’s settings under Settings>Accounting: Accounts.
Gift wrapping and messages
If the order contains gift wrapping, a line item will be added to the order to record an item as requiring gift wrap. If there’s a charge for gift wrapping, that charge will be added to the gift wrapping line. If there’s a gift wrapping message, it will be shown in the custom field selected in the Brightpearl BigCommerce app configuration under the General tab.
Shipping methods must be defined within BigCommerce to be used on sales. Shipping charges will download as additional line items.
If a shipping method of the exact same name exists in Brightpearl it will be assigned to the order in the “Shipping Method” field. If the name cannot be matched, the default shipping method selected in the Channel tab will be used. This allows sales to be filtered by shipping method to prioritize and batch fulfill orders. The goods-out note will inherit the order shipping method unless specified otherwise.
In rare cases, a reconciliation line is required in Brightpearl to ensure order total match in BigCommerce and Brightpearl. This is because Brightpearl calculates row totals using unit price multiplied by number of units, instead of taking a row total amount directly from BigCommerce. This can cause scenarios where a reconciliation line is required to ensure the order total matches BigCommerce.
Additional delivery information (order comments)
If a customer adds a message to their order during checkout, this will be added in Brightpearl as an order note. At the moment, there is no way to pass this note through to the carrier system or print it on templates.