Importing sales orders and credits

Sales orders can be imported into Brightpearl using an Excel spreadsheet. They can be imported as unpaid, or they can be marked as paid during the same process.

Note: Orders can only be created using a spreadsheet - they cannot be updated!

Customers will be created during the import process, or existing customers can be matched by email address or account code.

How to import orders

Creating a data map

A data map is used to read the spreadsheet. It is a list of all the columns that are included in the spreadsheet and the order they appear in.

Only fields supported by Brightpearl can be imported - where a matching field is not available, consider creating a custom field or removing it from your spreadsheet.

Once a data map has been created it can be used every time a file using the same mapping is imported. Data maps can be copied and edited for variations of import files.

To add a new data map for your import go to Settings > Data/Import, and select the relevant import routine - in this case, 'Import orders'.

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  1. Click the Add a new data map button. A modal window will appear.
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  2. Enter a name for your new data map.
  3. The left-hand panel defines the data map.
    Chose fields from the right-hand side and add them to the left-hand side by clicking the + icon or by dragging them across. Ensure they are in the same order as they are in the import file.
  4. Scroll to the bottom of the window and save the data map.

Importing a file

  1. Click 'Import...' next to the relevant data map to begin importing your data.
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    This will take you to the import screen.
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  2. Before attempting the import of the data, doing a test run to check for any errors is recommended. Leave the first box unchecked to perform a test import to check for errors without creating or amending any data.
  3. If you wish to receive an email report of the import (including errors, number of records read/created etc.), check the 'Email me a report' box.
  4. The rest of the fields are as follows:

    Field Description
    Skip orders already imported Select if the file has been partially imported to avoid duplicating sales.
    Order type

    Choose between:

    • Sales order
    • Purchase order
    • Sales credit
    • Purchase credit 
    Set order status Choose the status to create the orders on 
    Set channel Set a miscellaneous channel to assign to the orders
    Set warehouse  Select the warehouse to assign to the orders
  5. Browse for and select your saved file.
  6. Click the 'Upload XLS file' button.
    Any errors will be shown at the top of the screen and in the email report. If the same problem occurs for every line, the error will be repeated for each one. No data will be created.
  7. When you are happy, repeat the process but check the first box to perform the import.

To see your imported orders go to Sales > Recent sales.

Preparing an import file

The imported file can contain only fields supported by Brightpearl (as listed below) - where additional fields are included consider creating a custom field in Brightpearl or removing it from the spreadsheet.

  • Column headings
    Column headings must match the name of the Brightpearl field, as listed in the table below.
  • Cells of data
    Cells should contain only the data relevant to a particular field.
    For example, a full address cannot be entered into a single cell it must be split across multiple columns for "Street", "Suburb", "City" etc.
  • Multiple line items
    Each line item of an order (i.e. each product on an order) must be recorded as a separate row in the spreadsheet.
    An order reference is required in order to group each row into a single order in Brightpearl - apply the same reference to each row.
  • First column
    The first column must always be "Order ref" or the import will fail.

    The order reference must be unique for each order in the spreadsheet as well as across orders that already exist in Brightpearl.

Formatting an import file

An import file must be saved as an .xls file type - Excel 97-2003.

What data can be imported?

This table describes each field that can be imported on a sales order:

Field Description Required
Order ref

This must be in the first column.

It is used to group multiple order rows onto a single order record.

Yes - must be the first column
Customer email

The email is used to look for existing customer records.

Where a match is found, that customer record will be used. Where no match is found, a new customer will be created (provided you have included the customer's name in your file).

Yes
Item SKU

Where a matching SKU is found in Brightpearl, the product will be added to the order.

If this field is left blank, a miscellaneous line item (free text) will be added.

 
Item name

If no SKU is provided, this field will be entered as a miscellaneous line item.

If a SKU is provided, this will override the product name in Brightpearl on the order row.

Yes
Item qty Quantity of the item. Yes
Item net

This is used as the item price without tax.

Note that this value is used with the tax code to determine the tax and gross amounts.

Yes - if gross not provided
Item gross

This is used as the item price including tax.

Note that this value is used with the tax code to determine the net and tax amounts. 

'Item gross' should not be used in your data map if also including 'item tax amount'.

Yes - if net not provided

Shipping (net)

This will add an additional line item called "Shipping". Use either shipping net or gross. If both are added one will be ignored.

The shipping charge applicable to the whole order must be entered against a single row. If multiple rows for the same order have a shipping charge entered only the first value listed is used.

 

Shipping (gross)

Item tax code

Include one or both of these columns to apply tax amounts and codes to line items.

Learn how tax is applied / calculated on order imports below.

At least one of these
Item tax amount
Order total This will be used to display the order total for the entire order.  
Date time

This will be used as the creation date and time as well as the tax date.

It must be formatted as a date field to display: YYYY-MM-DD hh:mm:ss

If not included, the date and time the import is performed will be used.

 
Date

This will be used as both the creation and tax date.

It must be formatted as a date field to display: YYYY-MM-DD

If not included, the date the import is performed will be used.

 
Comments This entry will be added as a comment in the notes and payment history on the order.  

Customer name

These details will be used to create a new customer record where no existing record can be found (by matching on email address).

If an existing customer record is matched by email address, the order will be added to the customer account, but these address details will be applied to the order.

The customer record will not be updated.

Customer country must be the country name, not ISO country code.

 

Customer company

Customer telephone

Customer mobile

Customer street

Customer suburb

Customer city

Customer state

Customer postcode

Customer country

Delivery name

These details will always be used as the delivery name and address for the order even if an existing customer record is matched by email with a different delivery address. An existing customer record will not be updated with a new delivery address.

If these fields are not included, or are included but left blank the customer details (as above) will be used.

Delivery country must be the country name, not ISO country code.

 

Delivery company

Delivery street

Delivery suburb

Delivery city

Delivery state

Delivery postcode

Delivery country

Billing name

These details will always be used as the billing name and address for the order even if an existing customer record is matched by email with a different delivery address. An existing customer record will not be updated with a new delivery address.

If these fields are not included, or are included but left blank the customer details (as above) will be used.

Billing country must be the country name, not ISO country code.

 

Billing company

Billing suburb

Billing city

Billing state

Billing postcode

Billing country

Billing telephone

Billing Email

Payment amount

All four of these columns must be included to receipt a payment against the order.

Enter the amount to be posted in the base currency. 

The date can be entered as DD/MM/YYYY or MM/DD/YYYY (depending on what you have specified in Settings > Company > Other options).

Enter a reference for the payment and the account (nominal) code into which the payment should be posted (it must exist in your chart of accounts as a bank account).

Note that payments can only be imported at the same time as the order.

 

Payment date

Payment ref

Payment account

PCF_*

Custom fields can be populated on sales orders where they pre-exist in Brightpearl.

The column heading must begin "PCF_" followed by the custom field code, e.g. "PCF_CODE".

Dates must be formatted as a date field to display: YYYY-MM-DD

 

Applying tax to imported orders

The spreadsheet for import must included at least one of:

  • Item tax code
  • Item tax amount

... or it can include both.

The rules below explain what tax amount and code will be applied, depending on the tax mode:

Sales Tax (USA) rules

Item tax amount column included? Item tax code column included? Tax amount applied: Tax code applied:
Yes Yes

Item tax amount in spreadsheet (if blank tax code used to calculate)

- Not rated
Yes No Item tax amount applied to sale. - Not rated
No Yes Item tax code used to calculate tax amount (must exist in Brightpearl) Tax code in spreadsheet
No No The whole import will fail.  

VAT (UK) rules

Item tax amount entered? Item tax code entered? Product tax code set? Customer tax code set? Tax amount applied: Tax code applied:
Yes Yes Yes n/a Item tax amount in spreadsheet Item tax code in spreadsheet
Yes No Yes n/a Item tax amount in spreadsheet T9 Not Rated
No Yes Yes n/a Item tax code in spreadsheet Item tax code in spreadsheet
No No Yes No Product tax code Product tax code
No No Yes Yes Customer tax code Customer tax code

Note: When the tax amount has been applied by the "Item tax amount field" and not calculated from a tax code it is represented as manual tax visible as a tax amount field shaded yellow on the sales order row.

Video

Learn how to import orders from a spreadsheet with Brightpearl.

 
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