In this article:

• Overview
• Benefits
• How it works
• Information shared
• Setup instructions

Overview

Brightpearl is an order management system designed to help businesses manage their orders, inventory, financials, and customer data in one centralized platform.

The integration with RyderShip will create a seamless bridge between order management (Brightpearl) and fulfillment (RyderShip), optimizing the overall efficiency of eCommerce operations.

Benefits

This solution provides centralized and efficient order management while reducing implementation time and costs. Additionally, it promotes operational efficiency by automating critical tasks such as order processing and inventory updates.

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How it works

The integration between RyderShip and Brightpearl creates a real-time, two-way sync of data to the specific warehouse your company has set up for RyderShip.

The RyderShip team will do an initial sync of all your SKUs from our defined BrightPearl warehouse.  This will also allow RyderShip to receive items, orders, purchase orders, and returns and will sync order updates, ship notices, and return updates with Brightpearl. The following resources are part of the process:

• Inventory: Brightpearl products are imported to RyderShip as items.
• Orders: Brightpearl sales orders are imported to RyderShip as orders after a defined gestation period (usually one hour) in which the order can be updated from Brightpearl's end.
  NOTE: If a sales order contains bundle products, RyderShip will import and identify those products as bundle items.
• Ship Notices: Brightpearl purchase orders will be imported to RyderShip as ship notices. See the ship notices flow.
• Returns: RyderShip fetches Brightpearl sales credits and creates a consumer return for the associated order in RyderShip. See the returns flow.

The following diagrams reflect the order management-fulfillment flow:

Ship notices flow

1. Once the sync is active, purchase orders created on Brightpearl are imported to RyderShip as ship notices.
2. When items are received and RyderShip ship notices are completed, the following is done for the corresponding Brightpearl purchase order:
   • The status is updated to be complete.
   • The delivery date is updated to reflect the RyderShip expected delivery date.
   • A goods-in note is created to mark the purchase order as received.

Returns flow

1. Sales credits created on Brightpearl are synced with RyderShip.
2. RyderShip matches those sales credits to the corresponding RyderShip order.
3. Once an order is identified:
   • If the order was already shipped, a return is created with a new ship notice or consumer return.
   • If the order has not been shipped yet, it is canceled (i.e., no return is created). 
   • If the order was already canceled on RyderShip, no further action is needed.

NOTE: If the sales order cannot be matched to a RyderShip order, RyderShip will consider it a “blind return” and will be imported as a ship notice (instead of a return) to indicate the product is going to the warehouse.

Order flow 

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Information shared

From Brightpearl to RyderShip:

• Items
• Orders
• Order updates (1-hour gestation period)
• Sales Orders
• Purchase Orders
• Sales credits

From RyderShip to Brightpearl:

• PO Receipts
• Order Fulfillments
• Return data

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Setup instructions

Complete the following steps to set up an integration between your online store, RyderShip, and Brightpearl.

Complete these first steps:

1.   Be a current customer of Brightpearl – as an ‘early access account’. You won’t be able to connect with Brightpearl until this process is complete. It takes about 24 hours.

Interested but don’t have an account with Brightpearl yet? Contact our Partnerships team to find out more.

2.   Contact your RyderShip Customer Success Manager (CSM) to request the Brightpearl integration and share the following information:

• What is your ideal go-live date and timeline?
• Brightpearl account information: Staff Token, Account ID.
• RyderShip account information: Client ID, Client Secret, Scopes, Shop ID, and Warehouse data. If you don't have some of this information, let your CSM know.
• Date to sync records from.

  Connect Brightpearl and RyderShip using the Integrations marketplace

1.    In RyderShip, click the menu under your Customer name, and then click Integrations.   

The Integrations marketplace page opens.  

2.    Locate the integration to install and click Learn More.

3.    Click Get Integration to connect RyderShip with the integration.

If you already have an instance of this integration installed, you’ll click Connect instead.

4.    Click Connect to automatically add your RyderShip auth code and link RyderShip to the integration. 

5.   Click Connect to authenticate your Brightpearl account. 

  You won’t be able to connect with Brightpearl until your Brightpearl account has been added as ‘early access account’. This process takes about 24 hours.

6.   Enter your Brightpearl Account ID.  Brightpearl can help you with this, if needed.

7.   On the Brightpearl login page, enter your email address and Brightpearl password to log in.

8.   On the Approve Access page, click Approve. You should see this message:

9.   Once you’re fully connected, click Next on the Integrations marketplace to move to the Configure process.

Load the configurations for the new integration

1.   The configuration settings will load automatically and will take some time to complete.

During the load process, you’ll see a date in the upper right corner appear, indicating when the options were loaded.

If you continue to see “Options loaded never” and a date doesn’t appear, the initial sync was unsuccessful. You can find more information in the logs.

2.   Next, the Status fields, Adjustments, and Brightpearl-to-Whiplash -Warehouse-mapping are required to be set up. As part of the Options Loaded (init sync) process, the dropdowns have been automatically populated with customer specific warehouses and statuses to select from.

3.   Save your field selections. Keep in mind that you won’t be able to run a normal sync until it has been enabled by a RyderShip admin. If you try to run a sync prior to being enabled, you’ll receive an error in your sync logs.

4.   Click Next to move to the Schedule process.

Optional: Set the sync frequency

Under Schedule, you can set the time frequency of your normal syncs for this integration. Options include:

• Every 30 minutes
• Every 10 minutes
• Paused

Note:  If you're unsure of the best sync frequency for your integration, reach out to your Customer Success Manager to confirm how regularly you'll want to run the syncs. 

Update the frequency and then click Save (saves only & does not start a manual sync) or Save + Sync Now (saves & begins a manual sync). 

You’ll know your integration is active when a RyderShip team member has confirmed they performed an initial sync and you will see the integration marked as active and syncing in your marketplace.

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Related questions:

What is Brightpearl?

How does Brightpearl work? 

How do I set up Brightpearl?