The Purchases module within Brightpearl is where you manage purchase orders, receive goods in and can make payments to your suppliers. This diagram shows how the Purchases module integrates with the rest of Brightpearl and how purchases are generated:
Requisitions and orders can be generated through various routes:
The purchases module shares data across Brightpearl:
Retrieves supplier information such as name and address, your credit terms and limit.
Updates supplier balances, financial history and timeline.
Add stock tracked and non-stock tracked product or service items to orders retrieving prices and tax rates.
Update inventory levels when items are received.
Create accounting journals by receiving inventory or invoices. Invoicing will update the supplier account balance (accounts payable), record purchases and purchase tax. Receiving inventory will update inventory value (assets) and post the purchases amount which is used for cost of sales accounting.
The low inventory report allows you to see which items are getting low or are already out-of-stock. Using this report you are able to automatically generate a purchase order ready to send to your supplier. The Product List will allow you to see current inventory levels as well as the items currently on order.
Understanding Orders, Invoices
A purchase is tracked through the purchase process using Purchase Statuses - pending (not yet sent to the supplier) becomes an order which becomes an invoice, these are all statuses. You can create as many purchase statuses as you need in order to fit your own purchase processes. For example you may want a status for "sent to supplier" or "back order" or "on hold with supplier". You can even give your supplier access to the web portal so that they can acknowledge orders and confirm shipment.
When you begin a new purchase order in Brightpearl it will pick up your default status as defined in the purchase settings. When you send it to your supplier it will automatically be given your "sent" status, for example "placed with supplier".
Every purchase invoice you receive needs to be matched to the relevant purchase order in Brightpearl. An invoice is not entered as a separate record; the original order is marked as "invoiced" in order to create the accounting and update the supplier account with the amount you owe.
Have a think about your processes and how your want to monitor your orders. It's worth noting that if you are tracking inventory you don't necessarily need a purchase status, read more below.
Purchases and Inventory
The close integration between purchases and inventory means you can easily add stock tracked products to purchase orders. If you have kept a record if it, you can place orders using the supplier SKU and price.
Receiving Inventory When you receive the delivery of items you need to book them into your inventory. By marking the items as received on the order they are automatically placed into on hand inventory, updating your accounting asset value at the same time. During the receiving process you are able to print a goods-in note to assist with counting and sorting the items into the correct locations.
Purchases of stock tracked items can be monitored using the Inventory Status. This will tell you whether none, some or all of the items have been received on the order.
This is an image of a purchase in Brightpearl:
What should I do first?
First of all we encourage you to see the very basics of how Brightpearl works, so please have a go at some simple exercises using our Getting Started with Purchases page.
You will need to think about how you operate in terms of creating and placing orders, what statuses do you think you'll need?