Sales Order Status | Brightpearl Video Lecture | Using Brightpearl:Sales Order Processing - E-Commerce

in this video we're going to spend some
time looking at sales order statuses
which is a very powerful but often
misunderstood feature of bright pal so
what we're going to do is set up a very
simple set of sales order statuses first
and then process the sales order using
these statuses and then what we'll do is
add a back order status and connect that
into the workflow then we'll add a draft
quote and quote sent workflow which
might be used for sending estimates and
then finally give tips for setting up
your own workflow this is my sales list
where I can see the sales on different
statuses by this colorful column down
the middle due to process in progress
completed and so on if i wanted to show
sales on just one status i could filter
it up at the top right which is exactly
the same as if I'd use the sales menu so
if we go sales due to process will only
see are due to process sales also on the
sales dashboard you can see a count of
all the different sales on each of their
statuses so this is a very simple set of
order statuses we've got due to process
in progress on hold completed and
cancelled and the complexity of your
audio statuses really depends on how
many people you've got working on your
sales here we've got a very simple inbox
concept which is due to process and
sales created from any online channel
are automatically created on do to
process or you might create manual sales
orders on do to process its then
someone's job to take those sales and
put them as in progress once they're in
progress we can see exactly what's going
on with something we call system
statuses which are different from order
statuses and you can see the system
status is using the sales menu on the
right hand side we've got allocation
status whether it's not allocated part
allocated or all allocated whether it's
been fulfilled or not and whether it's
been shipped or not so don't create your
own sales order statuses for these
system statuses because these are driven
by data whereas the sales order status
can be chosen by a user and could
therefore potentially be wrong so what
we'll do now is create a new sale put it
in due to process
and then work through this workflow so
we'll start by going new quote even
though we're not actually going to quote
the customer this is the best way to
create a new sale and you'll see that
the new sale is created on do to process
will add an item we've got one in stock
we'll set a price of 25 and then save we
can see that the order is not yet been
allocated it's not been fulfilled or
it's not been shipped as a salesperson
what I'm going to do is fulfill this
order to create a Goods out note and
then I'm going to put it into progress
because my job is now done so I'm going
to fulfill and ship later which creates
the goods out note we can see that the
order is now all allocated and all
fulfilled so let's marketers in progress
my job is now done I can now move on to
the next sale and let the warehouse team
pick up what they'll do is they'll go to
the sales and ship the goods out note so
as a warehouse person let's go and find
those goods out notes here's the one we
just created which I would print pick
pack and ship but for now let's just
ship it which removes it from this list
and if we now go back to that sale we'll
see that it's all been shipped by the
colored truck icon here it's still in
progress however because I've not yet
taken payment or invoiced it so at the
end of the day what I'd like to do is
find all sales that are still in
progress that have been fully shipped
I'm not going to worry about payment
because a number of customers have
credit so we'll take payment later so
what we need to do is find all sales in
progress and then filter this to only
show those that have been all shipped
and you can see how here we can use a
combination of sales order statuses and
system statuses to get exactly what we
need so here are the sales that have all
been shipped that I'd then want to
invoice so I can select all of those and
click invoice
I won't send an email to the customer
because they've already had the order
confirmation from my sales channel
invoicing the orders is the only point
in this process which automatically
updates the status and you can see
because we're filtering to show in
progress sales there are no more left
going back to my sales list we can see
that these sales have now been completed
they all have an invoice number and the
status has been automatically updated to
completed even though these orders are
not yet paid that's okay because the
actual invoice is now transferred into
my accounting system and these customers
and their invoices will be on the
accounts receivable screen so the order
is complete and it's now transitioned
into the accounting side of things so
what you saw there were a few sales that
were automatically updated to a status
of completed once they were invoiced and
you can set Brightpearl up to do this
from the setup area and then sales and
sales workflow if we scroll down we can
see when it's invoiced update the sale
to whichever status you choose and here
we've got completed this is also where
you'll find other work flow settings
which will come to shortly in this video
I'm now going to introduce you to two
new things one of which is bulk
processing and the other is a new sales
order status of just created called on
hold stock which you might also called
back order and when a sale can't all
ship together I'm going to park it I'm
going to put it onto this status where
is the sales that can be all fulfilled
right now i'm going to put through to in
progress so from my sales list i select
all of the sales which are due to
process we can see the one at the top of
the list here has been partially
allocated it was created by my sales
team because i can see the channel is
telephone sales and these two have come
in from my ebay store and all inventory
is available so everything's been
allocated this means that only these
bottom two will be fulfilled because we
can't fulfill the top one all at once so
let's click fulfill fulfill in ship
later we'll update the
fulfilled orders to in progress and then
fulfill those two orders have now been
fulfilled and they've been updated
automatically to in progress however
this one that we don't have all the
inventory for I need to update manually
to on hold so let's go update status
choose order status on hold on hold due
to stock issues if I wanted to at this
point I could actually email a customer
to say items are out of stock and you'd
create a template to use their so let's
update those orders we now have no
orders left on due to process every now
and then perhaps once a day perhaps once
a week you'd go and check all of the
sales that are on hold due to stock
issues you'd then re attempt to fulfill
these and if infantry became available
it would automatically move to in
progress this way it's easy to see from
the sales dashboard how many sales you
have on hold due to stock issues and
here we've got 576 pounds that can't
ship next we're going to create two new
statuses to deal with quotes or
estimates the first status will be quote
that's in draft and the second will be a
quote that's been sent to the customer
so we can see how many of our quotes we
still are due to send and how many are
due to chase so let's create the first
one its call it draft quote and let's
make it a light gray color if an order
is that on this status for more than
seven days I'd like a reminder and
reminders pop up on the left hand side
of the screen because it's not yet been
sent to the customer I don't want
customers to see this if they log into
my portal you don't need to worry about
the end of day batch post-process
setting because breitbart doesn't use
that anymore and will create this new
status then we'll add one for quote sent
and again if it's not been updated in
five days I want to chase so a reminder
will appear on the left hand side this
one I do want customers to see if they
log into my portal and let's make it a
lime green color
we've now got the two statuses at the
top of the list and if I wanted to
change the order I can just drag them
around now we need to make sure that
when we send an email right Paul
automatically updates the order status
to quote sent and we'll do this in the
setup area under sales sales workflow
and when a quote or order is emailed
update the status to quote sent and then
Save Changes okay so now let's use these
statuses we're going to create a new
order I just click new quote choose a
customer add some items let's say ten
hubs at 40 pounds and save changes I
might want to leave this as draft quote
until I send it while I'm still building
it so that other staff members don't
start to process it so let's just save
that and all the status changes are
being logged on the notes and payment
history tab when I actually email the
quote to the customer it takes me back
to the order edit screen where I can see
it's been automatically updated to quote
sent then when the customer comes back
and says yep great good to go i'll have
these hubs please they'd phoned me up
and then I'd update it to do to process
I might also fulfill it if I have
inventory available or if that's not my
job I'll let someone else work through
the due to process orders so the last
thing we're going to do in this video is
just give you some tips for when you're
creating your own sales order statuses
so order statuses are for temporary
information it really just shows where
the order is in the workflow and if you
need to assign permanent information to
a sales order use something like custom
fields or the fields that are already in
Brightpearl such as channel lead source
and things like that on a similar note
don't use order statuses if there's
already a filter for that kind of
information have a look at the sales
order list filter
and see what's there so don't create
order statuses for sales channels don't
create statuses to show if an order is
invoiced or shipped and if you want to
you can use custom fields for extra
filters when you're setting remind days
only set ones you're actually going to
use so that when the reminders do pop up
they're really important to action and
then lastly just keep it simple you'll
find yourself using it much more if it's
simple and easy to use so that takes us
to the end of the video that introduces
you to the concepts of order statuses