Add Sales Quotes / Orders Manually

Sales in Brightpearl are added as either a New Quote or a New Invoice. These are essentially the same process, but gives you to ability to create sales orders which begin at a "Quote" or "Draft" status. Creating an Invoice allows you to by-pass this early status.

Creating a Sale

For every Sales Order a customer contact must exist in the Contacts module; there are two options to begin adding a sale in Brightpearl:

Method 1 - Search/Add the customer first

1. Using the Quick Search box, click on the drop-down arrow and select Customers to ensure you search for a contact record.
2. Enter the customer 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 sale click the New Sale link in the Open sales & Quotes box on the right-hand side.

Method 2 - Add a new sale then search/add the customer

1. Go to Sales > New Quote to add a quote, or New Invoice to by-pass the quote stage.
2. In the pop-up modal, search for an existing customer, or click the link to Add a new customer.
3. Click the customer name to begin the sale.

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.

Learn more about Creating & Editing Contacts

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

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

Note: The price list will also define the products that you can add to the sale; for example if the Price List is set to Trade, you can only add items for which a trade price exists.

Add Items to the Quote/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 items that are either stocked products or standard items, for example "Miscellaneous Charges", "Admin Fees" or "Consultancy fees", things that are frequently used but not stock tracked.

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 sale.
4. The Account code, Tax code, Price and any Discount are automatically populated, based on the item settings (see Creating & Editing Products).
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 sale.
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 sale.

Green rows indicate items which have enough on hand stock to fulfil the order and pink lines indicate there is not enough stock.

Free-Form Descriptions

Lines can also be added to the sale 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 sale 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 Sales Order

Click the "X" on the left hand side of the row. You can only delete rows that have not had stock allocated and have not yet been fulfilled to packing notes or purchase orders.

Deleting/Cancelling Sales

Sales Orders can be deleted as long as no lines have been shipped and it hasn't been invoiced. However, it may be preferable to keep a record of the order. In which case you can create a Sales Status called "cancelled" or similar, and in the Setup > Sales > Sales workflow, choose this as your cancelled status. Placing an order on this status will mean that it doesn't show in charts or reports but is still on record.

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

Or, use batch processing.