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Creating Sales Orders

This page covers:

All orders need to be created in Brightpearl to ensure accurate inventory, sales and accounting data.

Orders are created in Brightpearl through different methods:

  • Manual entry
  • Imported from spreadsheet
  • Manual cloning
  • POS
  • Downloaded from integrated sales channels

 

Creating an order manually

A new order can be started by looking up an existing customer, or by adding a new customer.

Products and services can be added to an order by looking up the name, SKU or product ID and miscellaneous charges can be added by typing manual order rows. The products which can be added to the order must have a status of "Live" and must be within the current Season (if active).

Pop-up messages can be added to customers and products to create alerts to users when creating creating orders manually. For example, when a credit customer is on-hold a message can be added to the customer record which will alert the user to the reason if a new order is attempted. Or a sales message can be added to a product will be discountinued after all the existing stock is sold, warning the user not to place any of the product on back order.

How to add a quote or order

  1. A new order in one of the following ways:
  • Quick add icon > Sale or Sales > New Order, then search for the customer:

  • New Sale can also be selected from the contact mini tabs where ever they are displayed throughout Brightpearl:

  1. The order is created on the status defined at Settings > Sales > Sales workflow, this might already be your quote or new order status. Update the order status as needed to indicate what stage the order is at in your sales cycle.
  2. Add items to the order in any of the following ways:
  • Begin typing your product/service name or SKU into the Item code field directly on an order row and select the item from the displayed results to add it to the order. Add more rows using the Add row link.

  • Click the Batch add price list items link to search and add multiple items in one go.

  • Add a free-text miscellaneous item by typing the item details directly onto the order row, this could be a shipping cost or a discount (negative value).

  1. Click the Save changes button to save the items onto the order.

Importing sales orders

Sales orders can be imported into Brightpearl from an Excel spreadsheet. They can be imported as unpaid, or they can be marked as paid during the same process. It is not possible to import the payments separately later.

Customers will be created during the import process, or existing customers can be matched by email address or account code.

How to create a data map

  1. Go to Settings > Data / Import, and select the relevant import routine - accounts, products, customers/suppliers or orders (for both sales and purchases).
  2. Click the Add a new data map button.
  3. Enter a name for your new data map.
  4. The left-hand panel defines the data map. Chose fields from the right-hand side and add them to the left-hand side. Ensure they are in the same order as they are in the import file.
  5. Scroll to the bottom of the window and save the data map.

You can export a sample of your data map into Excel to check it over; you can even use it to add your data into the correct format for importing.

How to import sales orders from Excel

Orders can be imported into Brightpearl from a spreadsheet. You will need to:

  1. Prepare the file
  2. Format the file
  3. Create a data map
  4. Test the import file
  5. Import the orders

1. Prepare the file

The imported file can contain only fields supported by Brightpearl (as listed below) - where additional fields are included consider creating a custom field in Brightpearl or removing it from the spreadsheet.

Column headings

Column headings must match the name of the Brightpearl field, as listed in the table below.

Cells of data

Cells should contain only the data relevant to a particular field, for example, a full address cannot be entered into a single cell it must be split across multiple columns for "Street", "Suburb", "City" etc.

Multiple line items

Each line item of an order (i.e. product) must be recorded as a separate row in the spreadsheet. An order reference is required in order to group each row into a single order in Brightpearl - apply the same reference to each row.

First column

The first column must always be "Order ref" or the import will fail. The order reference must be unique for each order in the spreadsheet as well as across orders that already exist in Brightpearl.

What data can be imported?

This table describes each field that can be imported on a sales order:

Field Description Required
Order ref This must be in the first column. It is used to group multiple order rows onto a single order record. Yes - must be the first column
Customer email The email is used to look for existing customer records. Where a match is found it will be used. Where no match is found a new customer will be created; providing you have included the customer's name in your file. Yes
Item SKU

Where a matching SKU is found in Brightpearl the product will be added to the order.

If this field is left blank a miscellaneous line item (free text) will be added.

 
Item name This will be entered as the line item text. This will override the product name in Brightpearl where an SKU is matched. Yes
Item qty Quantity of the item. Yes
Item net Not supported - please use item gross to ensure correct VAT rounding.  
Item gross This will be used as the item price. This is the price that will be used on the order. If not included the price will be zero. Yes

Shipping (net)

Shipping (gross)

This will add an additional line item called "Shipping". Use either shipping net or gross. If both are added one will be ignored.

The shipping charge applicable to the whole order must be entered against a single row. If multiple rows for the same order have a shipping charge entered only the first value listed is used.

 

Item tax code

Item tax amount

Include one or both of these these columns to apply tax amounts and codes to line items. Learn how tax is applied / calculated on order imports below

At least one of these
Order total This will be used to display the order total for the entire order.  
Date time This will be used as the creation date and time and tax date. It must be formatted as a date field to display: YYYY-MM-DD hh:mm:ss.
If not included the date and time the import is performed will be used.
 
Date This will be used as the creation and tax date. It must be formatted as a date field to display:  YYYY-MM-DD.
If not included the date and time the import is performed will be used.
 
Comments This entry will be added as a comment in the notes and payment history on the order.  

Customer name

Customer company

Customer telephone

Customer mobile

Customer street

Customer suburb

Customer city

Customer state

Customer postcode

Customer country

These details will be used to create a new customer record where no existing record can be found (by matching email).

If an existing customer record is matched by email address the order will be added to the customer account, but these address details will be applied to the order. The customer record will not be updated.

Customer country must be the country name, not ISO country code.

 

Delivery name

Delivery company

Delivery street

Delivery suburb

Delivery city

Delivery state

Delivery postcode

Delivery country

These details will always be used as the delivery name and address for the order even if an existing customer record is matched by email with a different delivery address. An existing customer record will not be updated with a new delivery address.

If these fields are not included, or are included but left blank the customer details (as above) will be used.

Delivery country must be the country name, not ISO country code.

 

Billing name

Billing company

Billing suburb

Billing city

Billing state

Billing postcode

Billing country

Billing telephone

Billing Email

These details will always be used as the billing name and address for the order even if an existing customer record is matched by email with a different delivery address. An existing customer record will not be updated with a new delivery address.

If these fields are not included, or are included but left blank the customer details (as above) will be used.

Billing country must be the country name, not ISO country code.

 

Payment amount

Payment date

Payment ref

Payment account

All four of these columns must be included to receipt a payment against the order.

Enter the amount to be posted in the base currency. 

The date can be entered as DD/MM/YYYY or MM/DD/YYYY (depending on what you have specified in Settings > Company > Other options).

Enter a reference for the payment and the account (nominal) code into which is should be posted (must exist in your chart of accounts as a bank account).

Note that payments can only be imported at the same time as the order.

 
PCF_* Custom fields can be populated on sales orders where they pre-exist in Brightpearl. The column heading must begin "PCF_" followed by the custom field code, e.g. "PCF_CODE".
Dates must be formatted as a date field to display: YYYY-MM-DD
 

Applying tax to imported orders

The spreadsheet for import must included at least one of "Item tax code", "Item tax amount", or it can include both.

The rules below explain what tax amount and code will be applied, depending on the tax mode:

Sales Tax (USA) rules

Item tax amount column included? Item tax code column included? Tax amount applied: Tax code applied:
Yes Yes

Item tax amount in spreadsheet (if blank tax code used to calculate)

- Not rated
Yes No Item tax amount applied to sale. - Not rated
No Yes Item tax code used to calculate tax amount (must exist in Brightpearl) Tax code in spreadsheet
No No The whole import will fail.  

VAT (UK) rules

Item tax amount entered? Item tax code entered? Product tax code set? Customer tax code set? Tax amount applied: Tax code applied:
Yes Yes Yes n/a Item tax amount in spreadsheet Item tax code in spreadsheet
Yes No Yes n/a Item tax amount in spreadsheet T9 Not Rated
No Yes Yes n/a Item tax code in spreadsheet Item tax code in spreadsheet
No No Yes No Product tax code Product tax code
No No Yes Yes Customer tax code Customer tax code

Note: When the tax amount has been applied by the "Item tax amount field" and not calculated from a tax code it is represented as manual tax visible as a tax amount field shaded yellow on the sales order row.

2. Format the file

The import file must be saved as an .xls file type - Excel 97-2003.

3. Create a data map

A data map is used to read the spreadsheet - it is a list of all the columns that are included in the spreadsheet and the order that they are in. Only fields supported by Brightpearl can be imported - where a matching field is not available consider creating a custom field or removing it from your spreadsheet.

Once a data map has been created it can be used every time a file of the same mapping is imported. Data maps can be copied and edited for variations of import files.

  1. Go to Settings > Data/import > Import orders.
  2. Click to add a new data map.
  3. Enter a name for this data map.
  4. Add "Order ref" as the first item, and ensure this is also the first column in your spreadsheet.
  5. Continue to build up the data map on the left-hand side of the window and ensure that it matches the columns headings and sequence of the spreadsheet.
  6. Scroll to the bottom of the window to save the data map. It will be listed, along with any existing data maps.

4. Test the import file

  1. If you have just created a data map you will be ready and in the right place, otherwise, go to Settings > Data/Import > Import orders.
  2. Locate the data map fitting the structure of the file to be imported and click the Import link.
  3. Leave the first box unchecked to perform a test run.
  4. If you wish to receive an email report of the import - includes errors, number of records read/created etc.
  5. Browse for and select your saved file.
  6. Click the Upload XLS file button.

Any errors will be shown at the top of the screen and in the email report. If the same problem occurs for every line the error will be repeated for each one. No data will be created.

5. Import the orders

  1. If you have just tested your file you will be ready and in the right place, otherwise, go to Settings > Data/Import > Import orders and click Import against the relevant data map.
  2. Check the first box Import values to go ahead with a live import.
  3. If you wish to receive an email report of the import - includes errors, number of records read/created etc.
  4. Leave the Skip orders already imported unchecked, unless some of the orders have already been created. If checked any orders which have the same order reference as an existing order in Brightpearl will be skipped. Note that if this is unchecked and a matching order reference is found in Brightpearl the whole import will fail.
  5. Browse for and select your saved file.
  6. Click the Upload XLS file button.

To see your imported orders go to Sales > Recent sales orders.

EPOS orders

Brightpearl EPOS orders will automatically show in the Brightpearl back office. They do not require processing in back office since they will be completed automatically by processes performed in EPOS.

All EPOS sales will automatically be assigned to the relevant EPOS sales channel for identification and reporting.

How to take a sale in Brightpearl EPOS

  1. Log into EPOS.
  2. Click the New sale button.
  3. If asked, select the price list to use for an anonymous sale or begin the order for a new or existing customer. This stage is skipped if EPOS is set up to use a default price list.
  4. Begin adding items to the sale. This can be done using a barcode scanner, or click the Find item button to look up an item by name.
  5. Take the customer payment as cash or by card via an online payment provider login or PDQ machine - it is not possible to process the payment via Brightpearl EPOS.
  6. Click the Close + pay button and record how the payment was taken.
  7. Click the Complete Sale button to finish.
  8. The receipt is displayed in a browser pop-up. Print the receipt using a receipt printer.
    Note: Pop-ups must be enabled to display and then print the receipt.

Downloading orders

Orders from connected sales channels (such as eBay or Amazon or a website) are automatically downloaded into Brightpearl so that they are all processed in the same way and in the same place.

A sales channel can be connected using a Brightpearl app, a third party developer app, or a private/custom built app.

Orders are automatically assigned to the channel from which they came, allowing you to prioritize and report on them as required.

When do orders download?

Sales channel Auto-download frequency Manual download available Additional information
eBay As soon as the order is placed - eBay notify Brightpearl of a new order to download Yes An additional "sweep up" download is made every 24 hours - checking for orders over previous 7 days (within channel activation period)
Amazon First attempt made approx. 30 minutes after order hits "Ready" status in Amazon No Brightpearl checks for orders at the "ready" status every minute (within activation period)
Magento Every 7.5 minutes Yes Each download checks for orders made within the last 7 days.
Shopify As soon as the order is placed - Shopify notify Brightpearl of a new order to download No  
Bigcommerce Every 10 minutes No Each download checks for orders made within 24 hours
ekmPowershop Every 10 minutes No Each download checks for orders made within 24 hours

Copying a quote or order (cloning)

A quote or order can be copied and used for the same or a new customer - the quote or order is first cloned and then customer can be changed.

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