Stock Allocation for Sales Orders | Brightpearl Video Lecture | Using Brightpearl:Sales Order Processing - E-Commerce

in this video we're going to learn all
about allocating inventory in
Brightpearl so what is inventory
allocation allocating inventory to a
sale reserves it for that customer which
means you can't sell it to anybody else
so let's take a typical workflow first
of all a sales order is placed by a
customer next any available inventory is
allocated to that sales order and you
can do that either manually or
automatically and because the inventory
is allocated to that sales order your on
hand level decreases your available
inventory decreases which means there
any integrated sales channels such as
eBay or your ecommerce store is updated
immediately stock levels are decreased
even though you haven't yet shipped the
goods and that's key so the next step is
you fulfill the sales order and that's
the process of creating a Goods out note
or a shipment this transfers the
infantry allocation across to that
shipment which keeps the stock allocated
to that customer if you skip this first
step this is the first point at which
inventory becomes allocated when you
create the goods out note inventory is
only finally removed from the warehouse
or removed from stock when your goods
out note is shipped so the allocations
are cleared and the stock levels are
decreased why do we need to bother about
allocation well first of all it lets us
have a different quantity in stock which
is the asset value or stock take value
then we have available to sell on our
sales channels so the on-hand level is
what we have in stock on the Shelf less
what we have allocated so 10 in stock to
allocated 8 on hand and the on-hand
quantity is synchronized with our sales
channels so the second reason is that it
allows us to update our other sales
channels with on-hand quantity
immediately as soon as inventory is
allocated to the sales order inventory
only leaves the warehouse when you ship
it so the in stock quantity only
decreases when the asset moves out of
your own warehouse and by updating a
sales channels using the on-hand
quantities were much less likely to
double sell the same item to more than
one customer so there are two types of
allocation one is to allocate inventory
to a sales order directly and the other
one is the presence of a goods our note
or a shipment and there are a number of
different
ways to allocate this inventory you can
actually do it from the sales order edit
screen you can do it in bulk from the
sales order list inventory is allocated
automatically on a downloaded ecommerce
sale or you can use the allocate all
inventory screen let's see how we're
going to do that in our bright pal
account first of all let's take a look
at the product list in Brightpearl
to see where we can find out what to
inventory has been allocated so we can
see we've got this in stock column we've
got an allocated column and an on hand
column because we've got zero allocated
the same number as in stock as we have
on hand if I click this number in stock
we can see the inventory quantity and
then in the allocations tab we can see
that there's no inventory allocated on
the sales order edit screen we can also
see here that there are ten on-hand
I can allocate inventory manually to
this sale either by typing the quantity
in here or clicking the allocate all
button and then saving changes we can
now see that due to the two allocated we
have eight on hand and if I go back to
the product search for this item there's
two allocated here which leaves eight on
hand clicking that two allocated shows
me that two have been allocated toward a
hundred thousand thirty seven for a to
see sports and this is the first type of
inventory allocation just allocating it
to a sales order next we're going to
fulfill a sales order which will
allocate inventory to it so here we have
the sales order for Carl Smith again no
inventory has been allocated I could
allocate if I wanted to but what I'm
going to do is actually going to fulfill
and create a Goods out note so I'll
click fulfil and ship later which marks
the sale is fulfilled well we can now
see that there are only five on-hand so
remember we had eight on hand before
we've now fulfilled three on different
sale which is allocated the inventory to
this particular sales order let's go
back to a product search where we can
see there are only five on-hand so
clicking the five allocated shows the
allocations tab where we now have a new
line for the three allocated to that
goods out note and we can tell it's a
good sour note by the slash zero one so
that's the first goods out note Ford a
hundred thousand thirty eight the status
of the goods out know here
indicates that this is not yet been
printed picked or packed so this goods
out knows open it's not been processed
yet in the warehouse which is quite
useful to know because this particular
product has variants different sizes and
colors have actually got a variance tab
and we can see here the allocation
quantity as well so if there's not
enough on hand of this particular
variant we can maybe sell them another
one so we can see exactly what's going
on and if we've got multiple warehouses
we can choose that here so that's how to
allocate inventory on a single sales
order we can also do the same thing from
the sales list so let's go to recent
sales or quotes where we can select
sales and then allocate if we want to
clicking that button shows me a pop-up
window where I can allocate orders or
unallocated us we can see the allocation
status of an order by the little green
tick here so all items have been
allocated to both of these sales orders
if I wanted to find all sales orders
where infantry has been allocated we go
sales by allocation status all allocated
and here we can also see the sales that
are part allocated or not allocated and
if an order contains no inventory items
allocation is not required
once you've allocated inventory to a
Goods out note it can't be unallocated
until you delete the goods out note so
for this top order that's been fulfilled
to unallocated
would delete the shipment the second
order here however has only had
inventory allocated to the sales order
which means it can be unallocated so
what I'll do is I'll just take this
bottom sale click the allocate button
and unallocated us and you'll see that
takes us back to a red icon which means
that this order is not yet been
allocated when your batch allocating
from the sales list Brightpearl
allocates to the top orders first and it
works downwards allocating as it goes so
if you want to change the sequence you
can do so by clicking any of these
column headers or you could filter
perhaps to allocate your wholesale
orders first and then once you've
allocated those move on to your retail
orders so the final thing I need to show
you is how to batch allocate and
deallocate all orders at once so from
the products menu go allocate /d
allocate and here you've got the option
on the
left-hand-side to allocate all available
stock and you can prioritize by either
order creation date delivery date or tax
date and then ascending or descending so
oldest first or newest first and then
perhaps more useful is the release all
allocations button and you'd want to do
this before you do a stock CSV import or
perhaps you'd want to use this for
reallocating inventory at the start of a
new season don't forget that for sales
from integrated sales channels such as
eBay Amazon or an e-commerce store any
available inventory is allocated
automatically to that sale as soon as
it's downloaded into Brightpearl
you need to choose your allocation
warehouse in the sales channel settings
and you can only allocate inventory to
an order from a single warehouse even if
your sales channel inventory is taken
from a sum of multiple warehouses so
watch out for that generally choose your
allocation warehouse as your main mail
order shipping warehouse and that takes
us to the end of the allocating
inventory video