Discover the ideal sales order system for Life Sciences

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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 Pearl 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 used the sales menu so if we go sales due to process we'll only see our 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 audit status is 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 due to process or you might create manual sales orders on due to process it's 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 statuses 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 status for these system statuses because these are driven by data whereas a 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 due to process we'll 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 has 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 mark it as 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 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 color track 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' 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 to 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 bright pill up to do this from the setup area and then sales and sales workflow if we scroll down we can see when it's in vo update the sale to whichever status you choose and here we've got completed this is also where you'll find other workflow 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 I've just created called onh hold stock which you might also call back order and when a sale can't all ship together I'm going to to park it I'm going to put it onto this status whereas the sales that can be all fulfilled right now I'm going to put through to in progress so from my sales list I'll 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 and 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 onh hold so let's go update status choose order stat on hold on hold due to stock issues if I wanted to at this point I could actually email the customer to say items are out of stock and you'd create a template to use there 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 were on hold due to stock issues you'd then reattempt 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 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 let's call it draft quote and let's make it a light gray color if an order had sat on this status for more than 7 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 postprocess setting because Brit pel doesn't use that anymore and we'll create this new status then we'll add one for quote sent and again if it's not been updated in 5 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 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 Brio 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 status we're going to create a new order I just click new quote choose the customer add some items let's say 10 hubs at40 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 auto 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 phone me up and then I'd update it to due to process I might also fulfill it if I have inventory of available or if that's not my job I'll let someone else work through the duah 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 bright pill 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 filters 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