Importing New Orders | Brightpearl Video Lecture | Using Brightpearl:Sales Order Processing - E-Commerce

here's a short video that shows you how
to import orders from an excel file the
process starts by creating a data map
and a data map is purely a definition of
columns that appear in your spreadsheet
so go to setup data slash import and
then import orders click to add a new
data map on the left hand side you can
see all the required columns so we've
got order reference which needs to be
unique for every order you import the
customer email address which is used to
identify which customer the order is
going to be for and then item
information most of the time however
you're going to be importing orders for
contacts that don't yet exist in
Brightpearl so you need a lot more
information and here's a data map with a
lot more columns added the order
reference is the one that you're
importing from a separate system so
perhaps your e-commerce order ID the
date and time that the customer placed
the order and then the customer email
address if the imported email matches a
contact in Brightpearl then that
customer is used for the order if no
contact in Brightpearl matches the email
a new one is created using all the
address information in the file if the
email address matches a supplier or a
vendor a purchase order will be created
if you want to import purchase orders
put them into a separate import file
from your sales orders so all these
customer columns are needed when
creating a new contact record if you're
going to be importing orders for
customers that already exist in
Brightpearl
then make sure you've also got the
delivery columns and that'll make sure
that the imported order has got the most
up-to-date delivery data the customer
record is not updated it's only the
order that takes the delivery
information each product on the order
should have a separate line in the
import file with the item quantity the
item name the SKU and either the net and
tax amount or the gross amount and the
tax code if you're using v80 mode if a
single order contains multiple products
make sure that each line has the same
order reference if you provide a SKU
that exists in Brightpearl then the
relevant product will be added to the
order if there's no SKU on your line
item or no SKU in Brightpearl matches
then a free text line is added the price
you import is the price that goes on the
order regardless of what price might
already be in Brightpearl for that item
so to put all of this in context he's a
spreadsheet we're going to import the
first column is the order reference and
you can see we've actually got three
orders here is a single line order in
order with two lines and then the third
order with another unique ID the
date/time needs to be in this format
in other words year-month-day and then
our minutes and seconds the customer
email and you can see for an order with
multiple lines you can actually
duplicate the customer data on both
lines that's fine the customer name
company and then other customer
information and then if we go across to
the right-hand side a bit you can see
we've got delivery columns and the
delivery country as well as the customer
country need to match exactly what you
have in bright pole for that country
name and then at the end of the
spreadsheet we've got the item details
so the item quantity the item name and
this is what goes on to the sales order
it doesn't matter what the product is
called in Brightpearl the items SKU the
net price and the tax amount and as I've
mentioned if you're selling to retail in
a v80 country it's better to import the
gross amount including tax and specify
tax code such as T 20 or T 9 we're going
to import this file and these SKUs do
exist in Brightpearl so those orders
will contain the actual products here's
ask you for an on stock tract item which
is shipping and I'll show you how that
works later and then finally here's a
SKU that's not in bright pile and we'll
see this item added as a miscellaneous
line from your data map listing screen
click to import and whilst you're
getting used to this system we always
recommend you import without taking the
top box because then it'll just be a
test run however I know this file is
going to import so I'm going to take
import it's useful to be emailed a
report and it's generally also worth
skipping orders that you've already
imported choose an order status for your
new sales find your file and click
import it needs to be an XLS file rather
than xlsx once the import is complete
you'll get a green message and perhaps
some yellow messages as well so for the
first line the customer James Baldwin
was not found in bright pal there was no
matching email address so we've created
a new contact
from the import the second order was for
an email address that did exist in
Brightpearl
so that was just created for the
existing contact and then the last and
third order again a new contact was
created all SKUs were found
apart from that SKU on the last line
where a miscellaneous line item has been
added so let's go to customers recently
added where I can see Paul and James
have been imported from the file from
the recent sales list I can see three
new orders for James jean-claude and
Paul the currency of the imported order
is the currency set on the customer so
make sure that all the numbers you
import in your file don't have any
currency symbols let's drop into this
one where we can see the SKU has matched
an item in bright pile and the relevant
product has been added and again a
shipping SKU has been found to the
benefit of using a non stock tracked
item for shipping is that the text you
give the product in the spreadsheet is
imported as the description here if you
wanted to you could also assign certain
nominal codes or account codes to that
product so every line item added for
shipping was given the right accounting
code if we take a look at a sales order
whether SKU did not match you'll see
that just a miscellaneous line item has
been brought in here and it's not stock
tracked because I did an import a tax
code it's been assigned not rated but
Brightpearl is respecting the tax amount
that you've imported and because the tax
you've imported is not what Brightpearl
will calculate is the tax value this is
what we call manual tax and the tax box
is in yellow now many of your imported
orders will already have been paid for
so what we do to handle that is create a
sales receipt at the same time as we
import the orders so from the data map
screen you can add the payment amount
the payment date any payment reference
and the nominal code or the bank account
into which the payment has been made
this will create an accounting
transaction for every order imported
that's marked as paid now you can't
delete orders that have got accounting
transactions against them
you'd have to zero off that transaction
so make sure you're comfortable with the
order import process before you import
lots of orders with payments against
them if you use the payment is deferred
field that will mark the order as a
provisional payment and it won't
actually create a sales receipt to find
those orders click
filter on the sales list and choose yes
under payment to release and then choose
the orders you want to release payment
for and the more actions choose release
payment select your bank account and
then when you release the payment the
sales receipt will be created importing
orders is quite a complex process and
you need to make sure you've got the
file exactly right so make sure you have
a good look through the documentation on
our website that gives you all the
information you need one final tip for
you is start small so import one order
just to see how it works and then maybe
ten and then up to a maximum of a
hundred order lines per file have fun