Introduction to purchase order payments

When a purchase order is marked as paid, an entity called an order payment is created.

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Order payments can be created by marking a purchase order or return as paid or refunded on the order itself, or by marking a purchase invoice or credit as paid or refunded via the accounting module.

The sum of all order payments related to a purchase order is what makes up the "paid" figure on the order. Order payments also record the payment method used, automatically create the accounting (if applicable), set the order payment status, and are listed on the order payments reports.

Order payments cannot be edited, but they can be deleted if the associated journal is canceled or no associated journal exists.

Find a report of all order payments listed at Purchases > Order payments.

Order payment statuses

The payment status of a purchase order is automatically calculated by Brightpearl depending on the order payments which exist for it.

For example, a purchase order can have multiple payments against it, but if they don’t yet equal the order total, this means it’s only part paid.

An order can have any of the following payment statuses:

Order payment status Description
Not applicable The order total is zero and therefore no payment is required.
Unpaid No payment has been taken, or the sum of payments and receipts add up to zero.
Partially paid The sum of all payments and receipts is less than the order total.
Paid The sum of all payments and receipts adds up to the order total.

Purchase payment types

Purchase payment types are used to calculate the payment status of an order.

Purchase orders only have two types:

  • Payment
    This represents money paid out to a vendor.
  • Receipt
    This represents money received from a vendor (usually a refund).

Both types are typically associated with accounting transactions.

Vendor order payment list

This report provides a full history of all payments recorded against purchase orders and returns (credits). From this list it is possible to reverse a payment which will undo the original payment. This will be seen as a new entry on the report, and, if applicable, create a new accounting journal.

Further reading

Both sales and purchases use order payments, so you may find it helpful to read the sales order payments documentation as well.

In particular:

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