The sales module is where you manage quotes, orders and invoices for both sales of products and services. This diagram shows how the Sales module integrates with the rest of Brightpearl and how sales are generated:
Quotes and orders can be generated through various routes:
The sales module shares data across Brightpearl:
Retrieves customer information such as name, billing and delivery address, credit terms and limit.
Updates customer balances, financial history and timeline.
Add stock tracked and non-stock tracked product or service items to orders retrieving prices, availability and tax rates.
Update inventory levels when items are reserved for orders or shipped to customers.
Create accounting journals by invoicing or shipping. Invoicing will update the customer account balance (accounts receivable), record sales revenue and tax. Shipping will update inventory value and post cost of sales (when using cost of sales accounting).
Use various sales analysis reports to see your best selling product, brand or season, your best customers or sales person.
Understanding Quotes, Orders, Invoices
A sale is tracked through the sales process using Sales Statuses - a quote becomes an order which becomes an invoice, these are all statuses. You can create as many sales statuses as you need in order to fit your own sales processes. For example you may want a status for "parked sales" or "on hold" or "in progress".
Adding a new "quote" means it will be assigned your defined quote status. You can also create an approved status if you want to have an approval process as part of your sales cycle.
Adding a new "order" means it will be assigned your defined order status. It's essentially no different from starting a new quote except it has a different status.
Every sale needs to be invoiced in Brightpearl. Even if you don't need to send it to the customer you must still invoice it so that the accounting is created and the customer account is updated.
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 sales status, read more below.
Sales and Inventory
The close integration between sales and inventory means you can easily add stock tracked products to sales. You will be able to see whether the items are available in stock, how much they cost, whether they are taxable as well as actually reserve them against the order.
Allocation This is where you reserve inventory items for orders, preventing them from being sold to someone else.
Fulfilment & Shipping When stock tracked items are used on order they must be shipped in order to update your inventory levels and asset accounting. In order to ship inventory you must create a goods-out note, this is done using the fulfilment process.
Sales with stock tracked items can be monitored using the 3 inventory icons:
This is an image of a sale in Brightpearl.
Sales from Start to End
This diagram shows the stages a sale must pass through in order to reach completion, including shipping and invoicing:
Note: Sales of services or non-stock tracked products do not pass through the shipping process (since there is nothing to ship), only steps 1 and 7 need to be performed.
Note: Invoicing can be done at any point during the life of a sale (although shown here after shipping). It will lock the sale so no changes can be made and cannot be reversed.
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 Sales
You will need to think about how you operate in terms of taking orders, deliveries, invoicing and taking payments. What statuses do you think you'll need?