Working with seasons on products & orders in Brightpearl Video Lecture

what we're going to do now is work with
seasons we're going to see how to create
and use seasons with both products and
orders so what might you want to do with
seasons seasons are simply a list so we
can create spring summer fall winter and
then what we can do is we can assign
these two sales and purchase orders now
sales and purchase orders can be
assigned a single season products
however can be assigned to one or more
seasons what you can also do is set the
current season or active season and that
means that every new order will
automatically be set to that season what
this allows us to do is it allows us to
prevent operators from adding old season
products to those orders so when you're
adding products to an order with a
season set on that order you can only
see items that have either been assigned
to that season or do not have a season
at all and I'll show you that at the end
of this video what you can also do is
filter the sales and purchase reports by
season you can also filter the products
by season to see which products are in
those seasons however what you can't do
with seasons is export season data from
the product or order listing screens so
let's see how to set up to use seasons
first of all you need to activate the
feature then you need to add your
seasons and then assign seasons to
products and if you want to finally set
a current season the first thing we need
to do is activate the seasons feature so
from the set up area and the product
inventory section go to inventory
settings and then all the way at the
bottom choose yes for product seasons
and save changes and then on the left
hand side you'll be able to use the
seasons menu options so click that which
takes us to an empty seasons list where
we can start adding our seasons so let's
go spring 2013 summer 2013 and so on the
season description is just for your own
use it's not used anywhere else in the
bright PAL system what it also recommend
is creating a season called archived or
old products
and we'll use this season to hide
certain products from sales orders once
you've added all the seasons you need go
back to inventory settings and if you
want to assign a current season you can
do so at the bottom so let's choose
summer 2013 we've now set up our seasons
so we can move on to assigning seasons
to products there are three ways to do
this firstly through the product edit
screen one product at a time secondly we
can batch update products from the
product list and thirdly we can import
from a spreadsheet so the first method
from the product edit screen simply
involves going to the product
information tab and then from the
seasons menu selecting all the seasons
that are relevant for this product and
you can select more than one once you've
chosen your seasons hit save the next
way to assign products two seasons is
from the product listing screen so pull
up the products that you want select
them and then from this menu choose set
product seasons juice the seasons you
want here and you can hold down control
and click or command and click on a Mac
to choose more than one season note that
what you choose here replaces any
information on the product itself so if
you unselect all of these it will set
these products to have no season at all
but let's choose spring and summer 2013
and that's now set the season for those
five items the third and final way to
set product seasons is by importing a
spreadsheet now you don't actually have
a season column that you can put into a
data map but if you just put the SKU or
the product ID what you can do is you
can import that file and select seasons
at this point again holding down ctrl or
command on a Mac to choose multiple
seasons when you import the file the
only thing that will be updated is this
season don't forget to untok skip items
tick update only and actually import the
values and importing a list of skews
will then set the season for them what
we'll do now is will use seasons with
orders to hide prior season products
first of all we'll make sure this kayak
spray deck is only assigned to our
archived season so let's choose archived
here
update and that's the product that we've
run out of stock off and we don't want
to show for sales operators so now let's
create a sale will go to new quote
choose the customer name select the
customer and because we assigned summer
13 to be the current season it's
automatically set on this sale and if i
start typing the item code you'll see
that no product is coming up if i search
for another item these products are
assigned to that season or else they
don't have a season at all so that
they're showing in the search if i chose
to unset the season on the sales order
and then again search for that spray
deck you can see that now that the audit
doesn't have a season it's bringing it
up on the search so if you've got lots
of skews that you don't sell anymore
it's a good idea to use seasons just
create a current and archived season if
you want and put the old products into
that archived season if you want to find
products on a certain season use batch
add price list items which opens the
modal where you can search for your
product name and then select the season
itself so this spray deck is in the
archive season so it appears here but
it's not in the spring 2013 season so if
I search there no products appear so
worth noting that if you don't search by
season or don't filter by season here
then all of your products are going to
appear next we'll take a look at
filtering reports by season so on the
sales or purchase listings the filter
applies to the order season on the sales
of purchase detail which shows the line
items on those sales or purchase orders
the filter applies to the product season
on the sales analysis reports which are
the ones that start sales by the filter
is for the order season so in that first
case on the product list let's find all
of our archive products will click show
filter and then we can choose one or
more seasons here let's select archived
and filter the report there's our kayaks
Bray deck if we go to the sales list
there won't be any sales for the archive
season because that's a product season
but what i can do is from the season
menu note that you can only choose
is one is choose the actual orders
season and then filter the report the
sales detail report however which you
can get to from reports sales detail
filtered by the product season so here
we've got a sale for Carl with that
kayak spray deck which is in the
archived season and if I actually choose
archived from this particular filter
you'll see that it's bringing that line
item up so what that lets us do is it
lets us find all products in a certain
season for orders that might not be in
that season so you can find out which
products sold after the end of their
selling season in the last filter i'm
going to show you is on the sales
analysis reports which are under reports
sales by brand channel customer lead
source product or product type and here
we've got our sales analysis by product
which is all of our top-selling items if
i go to show the filter i choose an
order season here so all orders assigned
to the summer 2013 season and filter
that report and that takes us to the end
of the video where we see how to create
a new seasons with products and orders