eBay payments and refunds

When a customer pays for their order a notification is triggered from eBay which prompts Brightpearl to download it. This will mark the order in Brightpearl as paid and create the accounting for the payment. PayPal fees are not accounted for.

Refunds are not handled by the integration and will need to be processed manually.

Downloading payments from eBay

Payments will be automatically downloaded from eBay at the point that they are received. This works by listening out for the eBay API notifications which let Brightpearl know when to download. If for any reason a notification is missed Brightpearl performs a full download on a daily basis. Alternatively, you are able to trigger a download at any time using the "Download" link on the Recent Sales List - this works for orders and payments.

download manual

Paid orders

If an order is paid upfront at the point the order is placed, then it will download as paid.

Unpaid orders - commit to buy

Although a feature eBay are phasing out, there are still some eBay sites which continue to allow buyers to "Commit to buy" without making payment. In this case Brightpearl downloads an unpaid order and allocate the inventory to ensure it is reserved. When the payment is received it will be downloaded to mark the order as paid. You can filter to only paid orders on the sales list to ensure that you only ship those which are paid.

filter to paid

eBay managed payments orders 

Previously eBay only accepted PayPal payments. But last year they announced that they will release eBay managed payments program and migrate all merchants over to this program by the end of 2020. Read more here.

eBay is taking over payment processing, which means when a buyer makes a purchase, they will pay eBay instead of the seller, and then eBay will disburse funds to sellers. eBay will now directly pay out into merchants bank account. Before that merchants had to transfer funds from 3rd party accounts (PayPal). 

Buyers will have more options to pay as opposed to only paying with PayPal in the past:

  • Credit cards
  • Debit cards
  • Gift card
  • Apple pay 
  • Google pay 
  • Pay pal 
  • Pay pal credit
Previously Brightpearl could only capture PayPal payments, but now eBay payments will be captured as an order payment as well.
When the order downloads and it was paid via eBay payments and the payment status is COMPLETE,  the order in Brightpearl will be marked as paid. 
Paid amount will be captured against the payment method which you specify when setting up eBay integration. To check or set up the payment method go to your Brightpearl account > Channels > eBay channel settings > Payment Method > assign a payment method. Read more about how to create payment methods in Brightpearl here
Order payment reference will now state: "eBay managed payments transaction #xxxxxxxxxx" instead of "PayPal payment transaction #xxxxxxxx". 
If the payment status is INCOMPLETE, Brightpearl will download the order, but will not mark it as paid. Instead we will be waiting for eBay to update us with the payment information.

NOTE: If you haven't been moved to eBay managed payments yet, Brightpearl will continue to capture PayPal payments. 

Bank accounts used for eBay payments

Payments imported from eBay will be created using the payment method selected on the channel. The accounting for the payment will be created using the bank account saved on the payment method for the relevant payment currency. If no bank account is set for a foreign currency payment, the base currency bank account will be used. If no bank account is set at all, no accounting for the payment will be created, but the order will be marked as paid.

Refunds and returns for eBay sales

A refund will usually only be required where there is an existing order. The order will also need to be cancelled or credited, depending on what stage it is at through the sales process and it may also include receiving back inventory.

All order cancellations and credits will need to be processed in both Brightpearl and eBay. It is important to cancel/credit in Brightpearl to update records and create accounting entries, and important in eBay to refund the money, update order records and inform customers of what has happened with their order. Processing a refund in Brightpearl does not move money.

A refund can only be recorded in Brightpearl via a sales credit and will usually be included in the process of receiving returned items or cancelling an unshipped order.

To process a return and refund, the following steps will need to be carried out:

  1. Clone the original sale to a sales credit.
  2. Mark the credit as credited.
  3. Receive the inventory on the credit to update stock.
  4. Mark the credit as refunded.
  5. The refund to the customer will need to be processed via eBay/PayPal. 
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