Product record field descriptions

This is a guide around product records intended to help you understand what all the fields are for and why you might use them.

Each product record is made up of the main header and a selection tabbed regions. Each field, link and button is explained in this guide.

Product information

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Field Description
Item name (required field) Enter the name of the product. It is important that each simple product has a unique name. Products sharing the exact same name will automatically become linked as "sisters". Sister products share details such as brand, category, vendors (suppliers), descriptions and custom field data - any changes made to one product will override the other sisters. This is the intended functionality with variant products which must all share the same name.
SKU (required field)

A stock keeping unit is a unique identifier. They are used for linking items across sales channels (such as eBay, Amazon or eCommerce applications) as well as for matching items on data imports.

Learn more about SKUs.

Product type (required field) This will always be set to "Default" unless product types have been created. Product types relate to variants and should be fully understood before creating them.

Brand (required field)

Brands can be created as required at Settings > Products / Inventory > Brands. They are useful for reporting on products.
Collection Used for grouping products that belong to the same brand. These can be created as required at Settings > Products / Inventory > Collections.
Category (required field)

A product must be assigned to at least one category and can be assigned to multiple by holding the Ctrl key on the keyboard when they are selected. Categories are useful for grouping products for reporting purposes.

Note that these categories are for use in Brightpearl and are not connected to sales channels.

Featured Marking a product as "featured" displays a "quick-add" button in our legacy web-based EPOS.
Status

The product status controls when and how the product can be used. A live product is considered current and can be added to new sales and purchases. An Archived product will be excluded from the default list of products, product searches and cannot be added to new sales and purchases.

Learn more about product statuses and archiving.

UPC, ISBN, EAN, MPN

Record extra identifiers for the item.
Barcode

Record the product barcode in this field to allow items to be scanned through EPOS, WMS and to print barcode labels.

Learn more about barcodes and labels.

Condition A reference field to record whether the product is new, used or refurbished.
Season

When activated and created, it is possible to assign a product to one or more seasons to indicate what time of year items are sold. This can be useful for separating products for pre-season ordering, items which are now obsolete and belong in no season and preventing out of season items from being added to orders.

Learn more about seasons.

Sales popup message Any message recorded here will display within a sales order when the item is added.
Reporting season A product can belong to multiple seasons within Brightpearl. Use this field to specify which season a product should be reported in.
Reporting category and reporting subcategory A product can belong to multiple categories which is not compatible with some reporting. Specify which category the product should be reported in where there can be only one.

Product stock level and location defaults

This is where a product is set to either stock tracked or non-stock tracked. Once inventory has been added against a product or it has been added onto orders (sales or purchases), it is no longer possible to switch it to non-stock tracked.

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Field Description
Minimum stock level Set per warehouse, this is the minimum quantity that is desired on hand at any time. Once the on hand inventory level falls below this quantity, the item will be shown on the low inventory report.
Reorder quantity

Set per warehouse, this is batch size that must be ordered from the supplier. This quantity is used by the low inventory report to calculate how many items must be ordered.

Default location

This is shown when warehouse locations have been activated. Only locations which have already been created can be selected. Start typing to search and select a location.

Standard location mode: setting this field will place all in stock items in that location. It can be changed at any time to move stock from one location to another.

Multi-concurrent location mode: setting this field only indicates what location is used by default when adding or receiving inventory. Changing this field will not move in-stock items, which have to be moved via an internal stock movement.

Read more about locations.

Weight, height, width, length, volume

These are product attributes used to record the product's dimensions. The unit of measurement is specified under Settings > Products / inventory > Inventory settings. Weight is displayed on orders, and the dimensions are typically used to calculate shipping rates.

Volume is an automatically calculated field based on height, width and length.

Warehouse popup message

This is an obsolete field.

Product prices

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Price lists are used to record product prices as well as volume discounts. Prices may be entered as tax inclusive or exclusive, depending on the price list setting.

Price breaks allow volume discounts to be entered on each price list. For example:

1+ gives a price of £10.00

10+ gives a price of £9.50

20+ gives a price of £9.00

Learn more about prices and price lists

Product tax settings

The tax settings on products is dependent on the tax mode of the Brightpearl account.

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  • Product tax settings in VAT mode

    For VAT, products generally rule the tax rate which is used, so each item is allocated a specific tax code which will be applied to sales and purchases. This would then only be overridden if the customer or vendor (supplier) record has been assigned a tax code.

  • Product tax settings in Sales Tax mode

    In Sales Tax mode, tax is generally based on locations and so each product is set only as taxable or not taxable. When a product is set as taxable, the company default tax code is applied to sales and purchases, which can be found at Settings > Tax > Tax settings. This would then be overridden if the customer or vendor record has been assigned a tax code.

    Read more about the different tax modes here.

Product account codes

Each product is assigned a sales, purchases (i.e. cost of sales) and stock account code. These account codes are used for posting accounting when the products are purchased and sold.

The default codes assigned to products are defined at Settings > Company > Accounting: Account codes (nominal codes). Changing the default codes will only affect future products which are created.

The codes can be edited directly on products one-by-one or in bulk using the product import.

When creating a gift card product, the sales account code can be set as a current liability to ensure revenue recognition is deferred when the item is sold. Set the "gift cards" code at Settings > Company > Accounting: Account codes (nominal codes). Learn more about selling and redeeming gift cards

Product descriptions

A product description is useful for providing more detail to users of Brightpearl back office, WMS and POS.

Product images

It is possible to import images against your products, which will then display in the Brightpearl WMS and POS apps.

Product custom fields

Additional fields can be added for storing extra information on each product. This information can then be used for searching, reporting and included in templates.

Learn more about custom fields.

Product vendors/suppliers

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On this tab you can assign one or more vendors (suppliers) to your products. Assigning a vendor to a product allows you to drop-ship the product and create purchase orders from the low inventory report. You should ensure there is also be a price set on the price lists that are assigned to selected vendors. If needed, you can also set a Primary Vendor/Supplier for your products.

Bundles

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This tab is used when creating a bundle. All the items contained within the bundle are added here by searching for an existing product using the lookup on the left-hand side. You can add up to 40 different SKUs to a bundle.

Read more about bundles.

eBay listings

When the eBay app is turned on an additional tab will be displayed on products. Any eBay listings for the product will be listed.

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