A guide to integrating your Brightpearl system with a 3rd party ...

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The scenario Your staff use Brightpearl for CRM, Accounting and Sales Order Processing. You don’t carry any stock on-site; it’s all managed by another fulfilment company who are using their own system. You place Purchase Orders with your suppliers, and the stock is delivered direct to the fulfilment house. ● You need to tell the fulfilment company what to ship to customers on a regular basis ● They ship the goods and need to give you confirmation and tracking information ● You need to know how much stock you have available in order to process sales effectively ● They need to communicate with you when items arrive from supplier Integrating with Brightpearl Let’s break this up into 4 communication lines; Inventory, Sales, Purchasing, Corrections 1. Inventory The warehouse should have their own strict processes for inventory management. Your team also need to know what’s in stock and what’s available. Both their systems AND your Brightpearl system should stay in synchronisation if processes are followed correctly. Your sales and accounts teams work with the Brightpearl database, which will make all the accounting transactions automatically for you. Inventory levels are simply the sum of Purchase Orders (goods in) and Sales Orders (goods out), along with any corrections that may have been made along the way. Once opening balances are entered into both systems, it’s really important to keep data input as up to date as possible! Automation of the systems really helps. All of Brightpearl’s inventory control is available over our Warehouse API. 2. Sales The Brightpearl sales order screen lets you “fulfil” the sale, which creates one or more “goodsout notes” (sometimes called packing notes or delivery notes). The Goods-out note is the carrier of information between sales and warehouse; it’s the document that says “ship products A, B, C to customer X”. The reason that you use Goods-notes to communicate with the warehouse is that there is a strict process around printing, picking, packing and shipping that prevents duplicated processing. Once a goods-note has been marked as printed (or picked, packed) then Brightpearl won’t let you run that process again. You’d need to “unprint” and then reprint. It’s also impossible to edit the contents of a goods-note; so no mistakes when a salesperson changes an order once it’s been sent to the warehouse.
In the scenario where you want to add further items to a sales order once you’ve fulfilled (created the goods note), you just add extra items and then re-fulfil to create a second goods note for the same order. You need to get the Goods-notes to the warehouse quickly and accurately via a method that their systems can understand. 1. API : a 3rd party solution could query the Brightpearl servers directly using a combination of the Goods-Out note SEARCH and the Goods-out note GET message, and extract a selection of Goods-notes in JSON format. This would need to be translated into a format that the warehouse system understands, and would require that you engage your own developer. Once translated from the Brightpearl format the Goods-Out notes would be injected into the warehousing system automatically. Tip: Your integration should query Brightpearl using the search to find all goods-out notes that have not yet been printed (or picked). When your warehousing solution has imported the goods-out note successfully, you can mark it as printed (or picked) in Brightpearl, so that next time you search for goods notes the imported ones are not given. 2. CSV : export of Goods-out notes as a CSV file is not currently supported from Brightpearl, but we’re working on it. 3. Email : You can email PDF or HTML goods-notes to the warehouse using the print icon on the goods-note listing screen. Once you’ve sent them, we suggest you mark them as “printed”; you can’t mark them as printed again unless you unprint so you have a method of preventing double shipments. The email will contain a CSV copy of the Goods-Out note too. Printing paperwork for sales / goods notes Brightpearl has powerful templating facilities that you might want the warehousing company to include in with the package. They will no doubt have their own paperwork too. If you email a PDF or HTML goods note then they can print and include this for you. You could even give them a login to your Brightpearl system so that they can process goods notes autonomously. Updating stock When the order has shipped from the warehouse, it needs to communicate this to Brightpearl. 1. API : your developer can build code to interface with the warehouse solution and use the Goods-Out note PUT message to mark the goods note as “shipped” in Brightpearl. This will remove the items from stock and make any accounting entries required. You
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A guide to integrating your Brightpearl system with a 3rd party ...

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