Starting out with Automation

Automation is a powerful tool with a wide range of functions that can help you automate several workflows. This article will provide some guidance on recommended rules to get you started.

Note: Rules will only run on orders created after the rule was activated, so make sure to set your rules up before you start testing.

Allocation

When orders download into Brightpearl, inventory should be allocated to the orders in order to reserve stock and prevent over-ordering.

Ordinarily this happens automatically as part of the order download process, but if stock availability is calculated using multiple warehouses it is possible for an order to download with a different order warehouse, resulting in unallocated stock that may be ordered twice.

To mitigate this, especially if fulfillment doesn't happen immediately, it's a good idea to set up a rule to allocate inventory.

Note: If an order is already allocated or part-allocated, it's not possible to create a second allocation, so it's best practice to set up a rule to deallocate orders before creating an allocation rule.

The allocation action allows you to:

  • Choose whether or not to allow partial allocation
  • Choose whether or not to try allocating all stock from another warehouse

Conditions that might accompany an allocation rule are:

  • All partially-allocated orders from a certain channel
  • Orders assigned to a virtual warehouse

Learn more about how to configure the allocation action here.

Fulfillment

Generally, once an order is paid and all stock is available, fulfillment should begin.

Fulfillment creates one or several goods out notes per order, allowing your warehouse to begin the process of picking, packing and shipping orders to your customers.

Unlike allocation, a single order can be fulfilled from multiple different warehouses, or even using multiple different methods.

There are three actions to consider when fulfilling orders:

  • Fulfill order: Create goods out notes for the entire order, or partially fulfill the order.
  • Advanced fulfill: Fulfill individual rows on the order which meet certain conditions.
  • Create purchase order: Create a drop-ship purchase order to ship directly to your customer.

Click each link above to learn more about the action.

Your fulfillment rules are some of the most important rules, as they allow you to automate different fulfillment scenarios.

For example, some conditions that might accompany a fulfillment rule are:

  • Orders assigned to a specific shipping method
  • Orders containing certain products
  • Orders above a certain weight
  • Orders above a certain value

Note: Every rule will only act on an order once, so if you partially fulfill orders you will either need to create multiple fulfillment rules or manually fulfill the relevant orders.

Event-based automation

If you are waiting for inventory to arrive before fulfilling orders, you may find it useful to set up an event-based automation rule.

Event-based automation rules allow rules to act when a certain event occurs, such as receiving stock on a purchase order or a warehouse transfer.

Learn more about event-based automation here.

Invoicing

Invoicing is generally the last action to happen on an order, after it's been fully paid and shipped.

Even if you're not using Brightpearl accounting, it's important to invoice orders to tell Automation that the order is complete and no longer needs to be monitored.

Conditions that might accompany an invoicing rule are:

  • Orders which are fully shipped
  • Orders which are fully paid

Learn more about the invoicing action here.

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