Add Purchase Orders Manually

For every Purchase Order a supplier contact must exist in the Contacts module; there are two options to begin adding a purchase in Brightpearl:

Method 1 - Search/Add the supplier first

1. Using the Quick Search box, click on the drop-down arrow and select Suppliers to ensure you search for a contact record.
2. Enter the supplier name in the search box and click Go.
3. The matching results are listed, click the name of the contact to open their record.
4. To begin a new purchase order click the New Purchase Order link in the Open Purchase Orders box on the right-hand side.

Method 2 - Add a new purchase then search/add the supplier

1. Go to Purchases > New Purchase Order.
2. In the pop-up modal, search for an existing supplier, or click the link to Add a new supplier.
3. Click the supplier name to begin the purchase order.

Alternatively you can use the Quick Add icon on the left-hand side of the screen. The is available at all times when you're working in Brightpearl.

The supplier is always the first thing to be added to a purchase order so that settings from their account are applied, including:

• Currency - what currency they operate in
• Price List - what price list they use

Add Items to the Purchase Order

The next step it to add line items to the order. These are added into the table in middle section of the screen (Products and prices tab). There are a couple of ways to add items to the sale:

Quick-Add

Quick-add items are pre-defined stocked products.

1. To add a Quick-Add item, place the cursor into the Item code field, which has the search icon in.
2. Begin typing the item name, ID or SKU. As you type the matching results are listed in a drop-down menu.
3. Click the listed item to add it to the order.
4. The Account code, Tax code, Price and any Discount are automatically populated, based on the item settings (see Creating and Editing Products LINK).
5. Amend the order Quantity as required.

If you are adding multiple items, it is quicker to click the Batch add price list items link just below the table:

1. In the pop-up modal, enter your search criteria and click the Search button.
2. Use the fields on the right-hand side to enter the quantity of each item.
3. Click the Add button at the top of the column to add all the items to the order.
4. The modal remains open allowing to quickly search for and add more items or products.
5. When you are finished, close the modal to return to the order.

The item lines of the order are pink, this indicates that no stock has been received.

Free-Form Descriptions

Lines can also be added to the order by typing the details manually. You can also use this to add extra detail for line items by leaving the amount and quantity values as zero..

1. To add a new line to the order click the Add row link.
2. In the Details field type the item or note exactly as you wish it to appear on the sale.
3. Select the Account code (sale), Tax code and enter the Price and Quantity as required.

Removing Rows from a Purchase Order

Click the "X" on the left hand side of the row. You can only delete rows that have not had stock received.

Brightpearl lets you add bundles products to Purchase Orders, but you need to know how it works to ensure you don't enter incorrect accounting records.

When you add a bundle to a Purchase Order, the components are also added too, when you save. However the components are not connected to the bundle itself, as they are when you're working with Sales Orders. This lets you edit the prices of the components individually (which is the "cost price" - or asset value - of the stock).

Adding Bundles to Purchase Orders

When a bundle is added to a purchase order each item within the bundle will be listed once you save. Unlike sales orders, bundled items can be amended.

Deleting/Cancelling Purchases

Purchase Orders can be deleted as long as no stock has been received and it hasn't been invoiced.

From within a purchase order, click the drop down arrow on the Save changes button and click Delete.

Or, use batch processing.