Brightpearl integration

Brightpearl + Le New Black integration overview

Brightpearl is a UK-based retail management system that lets you manage your inventory in a cloud-based software. Le New Black offers a collaborative B2B portal for your team and retailers, and an order-taking iPad app for your sales team.

 

	The connector uses the Brightpearl API to exchange data (read docs)
	Le New Black drives all data flows: it triggers every push and pull operation
	The connector requires basic configuration in Le New Black and Brightpearl

 

Data flows

Type	Flow
Products	Brightpearl ⇢ Le New Black
Prices	Brightpearl ⇢ Le New Black
Inventory stock levels	Brightpearl ⇢ Le New Black
Orders	Brightpearl ⇠ Le New Black

 

Data flow: Products

Reference

Trigger: Scheduled task, active once Le New Black has set up the flow for your brand. It can also be run on demand from the Integration center.

Scope: Products of the Brightpearl brands listed in the configuration, with the status "LIVE", at least one sales channel, and both a variant option (for example colour) and a size option

Matching keys: Product: model. Variant: fabric name (the value of the variant option in Brightpearl). Size: size name.

Import mode: Create or update → new products and variants are created, existing ones are updated.

Created on the fly: Collections, categories and variants, by name

Not synchronised: Images, descriptions, prices and stock (prices and stock have their own data flows). A product that is no longer live in Brightpearl is not removed from Le New Black.

Configuration

Setting	Values	Type	Comment
model_column	Brightpearl custom field code (PCF_…)	string	Brightpearl custom field holding the model
variant_column	Brightpearl option name	string	Brightpearl option holding the variant
variant_column_alt	Brightpearl option name	string	Alternative option holding the variant (optional)
size_column	Brightpearl option name	string	Brightpearl option holding the size
collection_column	Brightpearl custom field code (PCF_…)	string	Brightpearl custom field holding the collection
reference_column	Brightpearl custom field code (PCF_…)	string	Brightpearl custom field holding the reference
composition_column / customs_code_column / made_in_column	Brightpearl custom field code (PCF_…)	string	Brightpearl custom fields holding the composition, the customs code and the country of origin (optional)
fabric_key	name / code	string	Identifies a variant within a product: by its fabric code or its fabric name
product_create_is_allowed	true (default) / false	bool	With false, products missing from Le New Black are not created: only existing products are updated
sizing_create_is_allowed	true / false (default)	bool	Whether a size range missing from Le New Black is created
product_sizing_update_is_allowed	true / false (default)	bool	Whether the import can change the size range of an existing product

Fields mapping

Complete mapping: every field the connector reads is listed.

Le New Black field	Brightpearl field	Comment
Model	Custom field set as model	Recommended. Without it, products are grouped by Brightpearl product group, and the model is built from the group id.
Name	Product name	Name of the first sales channel
Collection	Custom field set as collection
Category	Brightpearl category	First category of the first sales channel
Variant	Variant option	An alternative option name can be configured
Reference	Custom field set as reference
Composition, customs code, made in	Custom fields set for them	Optional
Size	Size option
EAN13 / SKU	EAN / SKU

Callouts

 

Data flow: Prices

Reference

Trigger: Scheduled task, active once Le New Black has set up the flow for your brand. It can also be run on demand from the Integration center.

Price level: Per variant: one price per variant and price list, shared by all its sizes.

Price lists: The quantity-1 price of each mapped Brightpearl price list, imported as wholesale price or retail price

Currency: No currency conversion. An optional ratio can be applied per price list.

Matching keys: Price list: price list code. Product: model. Variant: fabric name.

Configuration

Setting	Values	Type	Comment
catalogs_map	Brightpearl price list id → Le New Black price lists (wholesale or retail)	list	Brightpearl price lists imported, and the Le New Black price lists they feed
catalog_ratios	ratio per Brightpearl price list	list	Ratio applied to the prices of a Brightpearl price list (optional)
fabric_key	name (default) / code	string	Identifies the variant of a price row: by its fabric code or its fabric name
price_list_key	name / code (default)	string	Identifies the price list of a price row: by its code or its name
price_level	variant (default) / sku	string	Level of the prices: one per variant or one per size

Callouts

 

Data flow: Inventory stock levels

Reference

Trigger: Scheduled task, active once Le New Black has set up the flow for your brand. It can also be run on demand from the Integration center.

Quantity imported: The on-hand quantity of each product, summed over the Brightpearl warehouses listed in the configuration

Matching keys: Size: EAN13 or SKU, on both sides.

Import mode: Add by default → only the sizes in the Brightpearl data are updated, the others keep their quantity. Replace, when set up → the stock of every size is set to 0 before the quantities are applied. Negative quantities are imported as 0.

Rejected rows: A Brightpearl EAN13 or SKU unknown in Le New Black is ignored and reported in the task log: import products first.

Configuration

Setting	Values	Type	Comment
import_mode	add (default) / replace	string	With replace, the stock of every size is set to 0 before the quantities are applied
lnb_sku_identifier_column	ean13 (default) / sku	string	Le New Black key the stock rows are matched against
lnb_stock_column	quantity (default) / incoming_quantity	string	Le New Black quantity updated
sku_identifier_column	EAN / SKU	string	Brightpearl key matched against the Le New Black key
warehouse_ids	Brightpearl warehouse ids	list	Warehouses whose on-hand quantities are summed

 

Data flow: Orders

Reference

Trigger: Scheduled task, active once Le New Black has set up the flow for your brand. It can also be run on demand from the Integration center.

Orders taken: Status Invoicing

Integration status: Only orders whose integration status is Pending are exported, and it becomes Successfully sent after export. The selection can be adapted during set-up.

Status after export: Closed

Blocked orders: An order that fails a check keeps its status and gets the integration status Blocked, with the reason in the task log. It is not sent again until you set its integration status back to Pending from the orders list (action Set integration status to Pending).

Limit: No limit

Sales order: A Brightpearl sales order with the reference "LNB-" followed by the Le New Black order number, the configured status and channel, the order currency, and one row per order line

Line amounts: Net amount of each line after the order discount, with tax from the customer's Brightpearl tax code (or the default tax code when the customer has none)

Matching keys: Customer: LNB retailer reference, which must be the Brightpearl contact id. Products: EAN13 or SKU.

Not synchronised: Addresses, delivery dates, comments and shipping costs are not part of the order sent, unless mapped to Brightpearl order custom fields.

Configuration

Setting	Values	Type	Comment
lnb_sku_identifier_column	ean13 / sku	string	Le New Black key sent for each order line
sku_identifier_column	EAN / SKU	string	Brightpearl key matched against the Le New Black key
default_order_status_id	Brightpearl order status id	integer	Status of the sales orders created
default_order_channel_id	Brightpearl channel id	integer	Channel of the sales orders created (optional)
default_tax_code	Brightpearl tax code	string	Tax code used when the customer has none
custom_fields	Brightpearl order custom field → Le New Black order field	list	Order custom fields filled from the order (optional)
placed_on_column	Le New Black order date field	string	Order date sent as the Brightpearl order date (optional)
validate_stock_ats	true / false	bool	With true, the orders are exported in stock allocation order: by status (Invoicing first), then by date

Callouts

 

Global configuration

Configuration

Setting	Values	Type	Comment
datacentre	Brightpearl data centre code	string	Data centre of your Brightpearl account
account_id	Brightpearl account id	string	Your Brightpearl account
app_reference	Brightpearl app reference	string	App reference sent with every API request
account_token	Brightpearl account token	string	Account token sent with every API request
brightpearl_brand_ids	Brightpearl brand ids	list	Brightpearl brands whose products are synchronised (all data flows)
brand_ids_map	Brightpearl brand id → Le New Black brand	list	Links each Brightpearl brand to your Le New Black brand account (all data flows)

Callouts

 

Integration project

Who's assigned from your team?

Your Brightpearl administrator, or an IT profile within your company who is familiar with your specific setup. A Sales Manager who understands your business and your merchandising strategy.

Who's in charge at Le New Black

Your account manager at Le New Black takes care of the whole process from day 1:

• Asking questions about your specific Brightpearl setup and sales process.
• Setting up the connection with your Brightpearl account.
• Generating and exporting test orders to Brightpearl.
• Keeping your team updated throughout the process and addressing delays on either side.
• Working with you and Brightpearl to troubleshoot any unexpected issue after launch.

Timeline

A standard integration of the inventory stock levels and orders data flows will take 2-4 weeks to get up and running.

A standard integration of the products and prices data flows will take approximately 4-6 weeks to get up and running.

 

Integration monitoring

Once the connector is set up, the Integration center of your back-office gives you a set of tools to manage and monitor the integration:

• Task logs, for continuous monitoring and troubleshooting (for example a missing EAN13 or retailer reference that prevents an order from being exported)
• Running a task on demand, to push or pull data at once
• A preview of the data before the actual import (only available on some connectors)
• E-mail notifications per task, set up on request: exported and blocked orders, import errors
• The integration status of each order in the orders list (Pending, Successfully sent, Blocked), which you can set back to Pending to send an order again