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 is received within an hour, Brightpearl performs an hourly sweep to make sure any missing orders are created.
- Nightly reconciliation
A nightly reconciliation is 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 BigCommerce Order ID field, enter the BigCommerce Internal ID, found in the URL of the order page.
New order status
New orders will be created with the order status chosen in the app configuration.
Order statuses can be mapped bidirectionally between BigCommerce and Brightpearl. These order statuses update in near real time, leveraging webhooks.
If "pending order" download is switched on, pending orders and complete orders should be mapped to different order statuses 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 Customers configuration tab in the app.
Brightpearl has 3 address fields on an order:
- Invoice (called billing in BigCommerce)
By default, the primary address is mapped to the delivery address. This can be switched under the Customers tab in the app.
SKUs and product description
When an order downloads, 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 order in BigCommerce can be fulfilled correctly.
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 Customers 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 store's 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 - that will need to be done directly in BigCommerce). However, best practice is to delete the sale and force it to redownload once the product has been created or corrected in Brightpearl.
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, as defined at Settings > Company > Accounting: Accounts (nominal codes).
The integration supports customizable products by adding any BigCommerce Options to the order row 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
BigCommerce has a concept of gift certificates which can be purchased and then used as a payment method on future orders. BigCommerce does not provide the ability to specify a SKU for a gift certificate line item. However, with Brightpearl, you will be able to assign a SKU to a gift certificate, so when an order downloads with the sale of a gift card, the Brightpearl gift certificate SKU would be downloaded as a line item.
You will need to create a non-stock tracked SKU for a gift certificate in Brightpearl and assign the “gift card” sale account code to make sure that the accounting for the sale of gift cards is correct. The gift certificate liability code can be assigned in Brightpearl at Settings > Company > Accounting: Accounts (nominal codes).
To map gift certificates or cards to a SKU in Brightpearl to go the BigCommerce Brightpearl app, then click into the "Orders" tab and enter the SKU into the "Brightpearl gift certificates SKU" field.
Note: If no SKU is provided, gift certificates/cards will appear as miscellaneous items on orders.
Do I need to create multiple SKUs for different gift certificates values?
No, you just need to create one non-stock tracked SKU and without a price list price assigned to it. When Brightpearl downloads the order, the gift card will be assigned to the mapped SKU and will use the price from BigCommerce for its price on the sales order.
Accounting for selling a gift certificate:
The revenue cannot be recognized until the gift certificate is redeemed. Until then, the revenue value must be held as a liability. Use a liability code on the order row when the item is sold.
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 Orders 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 totals match in BigCommerce and Brightpearl. A discrepancy might occur because Brightpearl calculates row totals using unit price multiplied by number of units, instead of taking a row total amount directly from BigCommerce.
If this situation occurs, 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.
Store credit as an order row
BigCommerce has a concept of store credit.
A merchant can issue a store credit (treated as a refund in BigCommerce) to a buyer, who can later use that credit towards a future purchase.
When the order with a store credit downloads, it will be downloaded to Brightpearl as a store credit row with a negative amount, and using the store credit nominal code as specified under Settings > Company > Accounting: Accounts (nominal codes).
The 2094 liability code is reserved for store credit in Brightpearl, but you can change which code to use according to your workflows. If you choose a different account code, it will be applied to a store credit order row instead of the default 2094 account code.
Store credit will not be captured as a payment method to make sure the order total equals the order paid amount.
Important: PayPal payments will not be captured in Brightpearl if the order is placed and a store credit applied to it.