Introduction to sales order payments

When an order is marked as paid, whether manually, through a payment gateway, or downloaded via a sales channel, an entity called an order payment is created.

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The sum of all order payments related to a sale 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 Sales > Order payments.

Order payment statuses

The payment status of an order is automatically calculated by Brightpearl depending on the order payments which are associated with 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 and captures add up to zero.

This status will also be used where the order is also only part authorized.

Authorized One or more authorizations have been taken which add up to the full order total.
Part 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.

Sales 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.

Receipt
This represents money received from a customer. It can create accounting transactions.

Payment
This represents money paid out to a customer (usually a refund). It can create accounting transactions.

Auth
This presents an authorized-only transaction for a sale. The payment will be captured later - it does not create accounting transactions.

Capture
This represents the capture of an authorized-only transaction. This will only be used where the payment was originally authorized-only. It can create accounting transactions.

Void
This indicates that an auth only payment was voided. It can only be used where the payment was originally auth only. Does not create accounting transactions.

Customer order payments list

This list provides a full history of all payments recorded against sales 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.
  • Void an auth-only payment, which will mean it is no longer possible to capture the payment (if the payment app supports it).
  • Capture an auth-only payment, which will create a new entry on the report and create the necessary accounting journals (if the payment app supports it)
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