Purchase Order Payments & Refunds

Order payments are recorded in relation to purchases orders and returns (credits). Order payments can be created by marking the order or return as paid/refunded, or by marking a purchase invoice or credit as paid/refunded via the supplier financial records. All order payments record the payment method, automatically create the accounting if applicable, calculate the order payment status and are listed on the order payments reports.

How purchase order payments are created

Payments are created against purchase orders/returns via manual entry against the order or invoice on the supplier financial account.

Every time a payment is recorded against an order or return it will be listed at  Purchases > Order payments .

If necessary, the accounting for the payment will also be created and the supplier financial balance updated in the accounting module.

Note : Where a payment is recorded in the accounting module and is not related to an order, no entry is seen on the order payment reports.

Marking an order as paid

Order payments can be manually recorded in Brightpearl back office. This includes payments captured outside of Brightpearl or payments captured directly in Brightpearl by using an integrated payment gateway.

To enter manual order payments, payment methods must be set up. The payment method is used to control when an order payment is manual or taken via a payment gateway. Set payment methods up at Settings > Company > Payment methods.

Order payment entry1

How to take payment for an order

  1. Scroll to the bottom of the order.
  2. Click the  Take Payment  button, or Refund on a sales credit. Or if on a purchase order or credit click Allocate payment .
  3. From the fly-up menu, select the payment method to process the payment or refund by.
  4. Enter the details of the payment, or process the payment via the payment gateway app.
  5. Click the  Submit  button to finish.

The order paid amount and status is automatically updated. You will see the order payment recorded on the order payment report (via the sales/purchases menu). If this payment is of type receipt, payment or capture then you will also see the relevant accounting journals have been created in the bank account assigned to the payment method.

Paying multiple orders with a single payment

Allocating a payment across multiple orders is most easily handled by invoicing the orders and allocating the payment via the customer financials on the payment allocation screen. This will automatically mark all the orders as paid and create a single accounting entry for the payment amount so that it appears as a single amount on the bank reconciliation.

To allocate a single payment across multiple orders, without invoicing, you can:

  • Allocate each payment separately - this means opening each order and marking each one as paid. This will ensure all the orders are marked as paid but will result in multiple entries to the bank account in accounting, making the bank reconciliation process more difficult.
  • Allocate the whole payment to a single order - this means that the payment is recorded and accounted for as a single amount, however, this one order will appear overpaid and the others not paid. You will need to invoice all the orders and distribute the payment across the orders later.

Payment methods

Payment methods are used for:

  • Recording how a payment was taken
  • Ensuring the accounting is entered in the correct bank account
  • Opening a payment gateway from an order to process a payment

Before a payment can be entered from within an order, at least one payment method must exist.

Deleting / inactivating payment methods

Once a payment method has been used (order payments exist) it can not be deleted, only inactivated. An inactive payment method will not be displayed as an option when entered payments against orders. All historical order payments will continue to be reported with the inactive payment method name.

Note that is a payment is sent via the API using an inactive payment method code, it will still be used.

Editing payment methods

Note: Editing payment methods should not be used to repurpose a previous method as a new method since it will affect historical order payments. You will need to deactivate the method if it is no longer needed and create a new method

Editing payment method details:

  • Name - editing the name will cause all historical order payments to go by the new name
  • Code - it is not possible to edit the code. This is used to link downloaded payments and may break integrations using it if it is changed
  • Active - use this to activate/deactivate the payment method. Only active payment methods are available for processing payments
  • Link to payment gateway - this can be changed to switch the payment method between a manual payment entry and payment gateway option
  • Bank accounts - edit the bank account to change where accounting is posted. This will only affect payments entered after the changes are saved

If a difference code is desired then the payment method will need to be deleted and re-added. If the method has already been used then it can be inactivated and a new method created.

How to add a payment method

  1. Go to Settings > Company > Payment methods .
  2. Click to add a new payment method.
  3. Make the following entries:
  • Name - this is how the method will be seen in Brightpearl
  • Code - used for matching payments received via apps
  • Link to a payment gateway - linking a payment gateway app will trigger the payment processing window to display when this method is selected
  • Bank account - specify which bank account code the accounting should be posted to

Order payment statuses

The payment status of an order is automatically calculated by Brightpearl depending on the order payments which exist for it. For example, an order can have multiple payments against it, but 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.
Not paid No payment has been taken, or the sum of payments, receipts & captures add up to zero. This status will also be used where the order is also only part authorised.
Authorised 1 or more auths have been taken which add up to the full order total.
Part paid The sum of all payments & receipts is less than the order total.
Paid The sum of all payments & receipts adds up to the order total.

Payment types

The payment type is used to calculate the payment status of an order, trigger accounting creation when relevant and offer additional actions when applicable.

Brightpearl supports the following payment types:

Type Sales Purchases Description Accounting
Receipt Yes
(money in)
Yes
(money in)
This represents money received. It might be a payment from a customer or a refund from a supplier. Yes
Payment Yes
(money out)
Yes
(money out)
This represents money paid out. It might be a refund to a customer or a payment to a supplier. Yes
Auth Yes No This presents an auth only transaction for a sale, the payment will be captured later. No
Capture Yes No This represents the capture of an auth only transaction. This will only be used where the payment was originally auth only. A capture will only be seen without an Auth where the Auth happened before the upgrade to 4.90. Yes
Void Yes No This indicates that an auth only payment was voided. It can only be used where the payment was originally auth only. No

Supplier order payment list

This list 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 a new accounting journal

Amending, correcting or reversing order payments

It is not possible to amend an order payment after it has been entered. If changes need to be made then the payment can be reversed or cancelled and then correctly re-entered. This ensures that all the payment history and accounting are kept up to date and accurate.

How to enter a reverse payment

Note: Reversing a payment will not refund a payment processed via a payment gateway, only record the reversal in Brightpearl.

  1. Open the order or credit.
  2. Click Take/Make payment or Refund .
  3. Select Reversal .

Enter reversal payment

  1. Select the date on which to record the reversal payment.
  2. Enter the payment reference .
  3. Enter the amount (positive value).
  4. Click Submit .

How to cancel a payment

  1. Go to Sales > Order payments , or Purchases > Order payments if it’s for a purchase.
  2. Search for the payment using the filters.
  3. Click Cancel in the actions column.

Cancel order payment

Troubleshooting order payments

I paid the wrong order, how do I fix it?

It is not possible to move the payment between orders so it will need to be reversed or cancelled and then re-entered against the correct order.

No payment journal was created by the order payment

You will need to check the type of payment which was created, since only some payment types create accounting, for example, a payment with the type “AUTH” signifies a pending payment which hasn’t yet been captured and therefore would not have an accounting journal associated with it.

If the payment type was any of the following then it should have an accounting journal:

  • Receipt
  • Payment
  • Capture

A payment journal will not be created if any of the following have not been set up:

  • A bank account on the payment method

If the payment was of one of these types and the payment method has a bank account assigned but still no accounting journal was created, then please notify our support team. So that you can rectify the problem with your data straight away, here are the steps you can take:

  1. Go to the payment report and cancel the original payment.
  2. A new entry is added to the payment report for the reversal, click the journal ID associated with the reversal. If no journal ID was created then no accounting was created and you can skip the next step.
  3. Cancel this journal. Since the original journal was never created, the reversal journal is not required.
  4. Go back to the order and process the payment again.
  5. Check that the payment accounting was created this time.
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