Sales credits created in Brightpearl are pushed to Xero once they reach a mapped status, typically 'Sales credit complete'. Refunds can then be recorded in either Brightpearl or Xero, with the resulting transaction updating the other system.
Configuration
Sales credits are only created in Xero once the credit in Brightpearl moves to the mapped status. This is to ensure that incomplete or uninvoiced SCs do not get accounted for in Xero. The status is configured in the connector at Account settings > Brightpearl settings > Default configuration.
This should be the same status used for completed credits, which is set in Brightpearl at Settings > Sales > Credits workflow.
Mapping
Fields between Brightpearl and Xero are mapped as follows:
| Brightpearl | Xero |
| Credit ref | Credit Note number |
| Date created | Date |
| Item code (SKU) | Item code |
| Details | Description |
| Qty | Qty |
| Tax code | Tax rate |
| Tax amount | Tax amount |
| Credit total | Credit total |
The 'to' name, postal address and email address against the invoice in Xero are taken from the customer record in Xero.
Workflow
Refund initiated in Xero
If you're managing accounts receivable in Xero you might choose to record the refund against the credit note in Xero. This refund will be pushed back to Brightpearl, marking the linked SC as paid.
Payment initiated in Brightpearl
If the refund is recorded in Brightpearl, it will be pushed to Xero once the return is credited.
Note: the refund can also be recorded in Brightpearl after the credit is completed.
Returned inventory
Important! When receiving inventory against a sales credit in Brightpearl, you are given three options:
- Make available for sale in warehouse
- Write-off items
- Quarantine items
In Xero, the creation of a credit note automatically puts the items back into stock; Xero does not have an option to write-off the inventory or to put it in a different warehouse. As such, it is important not to choose the write off option in Brightpearl as this would cause a discrepancy between the two systems.
If you wish to write off the inventory, you should first receive the goods into its original warehouse against the credit in Brightpearl. Then remove them using an inventory adjustment (this will then create the corresponding adjustment in Xero).
If you choose to place items into quarantine, they will still be added into stock in Xero once the credit note is created (as Xero has no quarantine location). Releasing the items back into the warehouse in Brightpearl will have no effect on stock levels in Xero, as such this will bring the two systems back into sync.