Sales Order Statuses & Workflow


Sales order statuses are for managing your own unique business sales cycle. Brightpearl already provides separate statuses to represent the inventory, shipping and invoice status of an order, enabling you to search and view orders on any combination of these statuses, but the sales order status can be used to monitor any other stages an order goes through. The sales order workflow allows you to specify which statuses are automatically applied to an order at certain trigger points.

Sales order statuses

Sales statuses are used to represent the stage the order has reached in your sales cycle. Lists and reports can be filtered to include or exclude orders of any status allowing you to create your own processing lists. All your different processing lists can be saved as presets ready for you to visit regularly each day and action all your orders.

Here are some examples of how you might use sales statuses:

  • Quote - A quote status indicates that the customer has been quoted a price but the order has not yet been approved. Exclude quotes from your list of orders to be fulfilled and shipped so they are not accidentally processed.
  • New order - A new order status indicates an order which is confirmed and is ready to process. Include these orders in your list of orders to be fulfilled and shipped.
  • Processing - An order which has been forwarded on to the next stage in your sales cycle can be considered in progress or processing. These orders can be excluded from your list of orders to be fulfilled and shipped, but might be included on a monitoring list to highlight any orders which have been in progress for too long.
  • Complete - A complete order is one that has been fully processed and no longer requires any action. These can be excluded from processing lists.

Sales status reminder days

Remind days can be assigned to statuses. This enables Brightpearl to provide notifications when the status hasn't been updated for a period of time. Notifications will appear on the notification tool bar on the right-hand side of the screen.

Email notifications for order status changes

An email address can be assigned to a status so that each time an order is placed on that status someone is alerted via email. Custom text can be added to the status which will appear in every email.

Public sales statuses

If a sales status is set as public, orders on that status can be viewed by customers logging into the webportal, orders which are on private statuses will be hidden in the portal and only visible to users in Brightpearl.

Hidden statuses

If a status is no longer needed it can be hidden so that it can't be assigned to orders and is not available for filtering, but it does not require any orders already on this status to be changed. Use this option instead of deleting statuses which have already been used.

Sales workflow

The sales workflow is where sales statuses are set for specific purposes. Some options indicate that a certain status means an order is treated in a certain way, others dictate that a certain status should be assigned to an order on a particular action:

  • New order - when a new sales order is added by a user it will be assigned this status. This applies only to orders manually added by a user. Each channel can also have its own order status defined.
  • Cancelled status - this status indicates that the order is cancelled. An order on this status will automatically be excluded from sales reporting.
  • When a Quote/Order is emailed, update the status to - if an email is sent from the order the status will automatically be updated to this status.
  • When a Quote/Order is marked as approved, update to - if an order is marked as approved, either by a user in back office, or by a customer via the webportal, this status will be automatically assigned.
  • When invoiced, update the sale to - when the order is marked as invoiced the status will be automatically updated to this status.
  • Create back orders on status - when items are split from the original sales order the new order will automatically be assigned this status. This status can also be manually assigned to an entire order without splitting.