Once items begin to sell on Magento, your orders will be downloaded to Brightpearl ready for processing.
This guide will take you step-by-step through downloading and processing your orders. You will learn:
- How to get new orders
- What settings are used for Magento orders
- What actions are triggered by new orders
- How to ship orders
- How to invoice orders
Watch this video, or follow the steps below:
1. How to get new orders
Brightpearl will check for new orders every 15 minutes, but you manually check for any new orders using the following steps:
- Go to Sales > Recent Sales/Quotes.
- Click the Download orders now button.
- Leave the program to run and click the Refresh link to check if it is complete and see your new orders.
This operation will ask Magento for details of any new sales and can take some time if there are many orders. To allow you to continue working the process will run in the background. You can refresh the operation at any time to see if it has completed and view your new orders.
Note: If you are creating test orders do not use the same email address as your Brightpearl user log in or any other staff member. Orders will not download because a customer record can't be created with the same email address as a staff member.
2. What settings are used for Magento orders
New orders will automatically pick up various settings, such as tax codes and nominal codes. Here are the items you should be aware of:
| Sales Order Status | New Magento orders will be assigned the status as defined in your Magento configuration at Setup > Channels > Setup: Magento. |
| Customer | See below |
| Channel | Your Magento Store sales channel will automatically be assigned. |
| Line Items |
Items sold on your Magento site that are linked to Brightpearl products will be added as stock products but using the Brightpearl product name. Any items sold on your Magento site that do not exist in Brightpearl will be added to the order as a freetext line item without any inventory tracking. |
| Shipping Charges | Shipping charges will be added to the order as a freetext line item. It will not set the shipping method field. The nominal code used will be as set in Brightpearl at Setup > Company > Accounting: Nominal codes. If there’s tax on the shipping, then the Brightpearl company tax rate will be used. |
| Prices | The prices used come from the price list set on your Magento Sales Channel. |
| Discounts |
When your Magento order contains discounts (either at the order level or the product level), the discount will be added to Brightpearl as a “discount” line item with a negative price. Discounts are always added to Brightpearl at 0% tax, using the default sales nominal code (often set to 4000, you can change this at Setup : Company : Accounting nominal codes). |
| Nominal codes | The sales nominal codes used for Magento orders follow the same rules as all other sales. Customer settings override, product settings, override company default. |
| Tax Codes |
If Magento passes a 0.00 tax value for a line, it will be assigned to the T9 / Not rated tax code in Brightpearl. If however, we get a tax amount for a line item, then Brightpearl will see if that’s the right tax amount, using your default company tax code. If it’s the right amount then the item will be added to the order using the company tax code. If however it’s not exactly the same (due to rounding differences between systems, or if your Magento tax rates are set up differently from Brightpearl), then the line will be added to the order with “manual tax” - i.e. the actual tax amount, not calculated using the tax code. You can see if a line is manual tax since the tax amount is in a yellow box. If the manual tax amount is the same as the calculated amount, then we should not populate the manual tax field. |
3. What actions are triggered by new orders
New orders will automatically:
Every order in Brightpearl requires a customer record, Magento orders are no different.
When orders are downloaded from Magento, the system checks to see if you already have a record in Brightpearl with the same email address. If not, then a new contact is created in Brightpearl. If you want to then add the contact to a Mailchimp mailing list, you’ll need to add a mailing tag, just as you would with any other contact.
Contacts are added to Brightpearl with the opt-in for email marketing ON by default, regardless of anything that the user chose during your Magento checkout.
Currently there’s no way for us to integrate the Brightpearl custom fields with any extra information you may capture from the customer on your Magento store - but we’re working on it. You can add a Brightpearl Smartform to a page on your Magento site if you want to capture additional data straight into CRM.
When a sale is made through Magento a new order will be generated in Brightpearl. These orders will take the sales order status as defined in your Magento configuration.
Allocate Inventory to the Order
As soon as the order is created in Brightpearl, we’ll attempt to allocate any available inventory from the warehouse set up on your Sales Channel. If allocation is successful, this will change the “on hand” values, which in turn will be automatically pushed back to Magento as well as all your other integrated sales channels (such as eBay).
4. How to ship orders
Magento orders are processed in Brightpearl in the same way as orders generated through other methods.
Learn more about processing and shipping sales orders
As you fulfil Sales Orders in Brightpearl, you’ll be creating Goods-Out notes. Each time you ship a Goods-Out note, Brightpearl will create a “shipment” in Magento. Each time, we also check to see if all inventory items on the order have been shipped. Once all inventory items have been shipped, the order is marked as “complete” in Magento.
Magento will not send the customer any communications as shipments are added by Brightpearl, nor will it send anything to the customer when the order is marked as complete. We suggest that as soon as the order is in Brightpearl, all communications are handled from within Brightpearl, where you’ll have full tracking and CRM capabilities.
Back-orders
We need to keep the imported Magento order in one piece. In order to update Magento with the appropriate “shipped” status, you must keep the order as a whole in Brightpearl. For this reason, the “split to back order” feature is disabled for orders imported from Magento.
As you fulfil Sales Orders in Brightpearl, you’ll be creating Goods-Out notes. Each time you ship a Goods-Out note, Brightpearl will create a “shipment” in Magento. Each time, we also check to see if all inventory items on the order have been shipped. Once all inventory items have been shipped, the order is marked as “complete” in Magento.
Shipping Methods
Currently shipping methods are not synchronised with Magento, and we don’t send Magento the tracking reference you may have entered into Brightpearl. We’re due to release this extra capability in the very near future. The order in Brightpearl will not have a shipping method selected, but you will get an extra line item on the order with shipping information and price.
5. How to invoice orders
In order to update your accounting you must invoice your Magento sales orders. You can do this in bulk from your sales listing; tick the checkbox next to each order and click the Invoice button.
