Order payments are recorded in relation to sales orders and returns (credits). Order payments can be created in numerous ways including - manual entry, capturing via a payment gateway or downloading from a sales channel, or by marking the related invoice/credit as paid via the customer financial record. All order payments record the payment method, automatically create the accounting if applicable, set the order payment status and are listed on the order payments reports.
Every time a payment is recorded against an order or return it will be listed at Sales > Order payments.
If necessary, the accounting for the payment will also be created and the customer/supplier financial balance updated in the accounting module.
Note: Customer payments and receipts can be created in the accounting module which are not related to an order. For these, 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.
How to take payment for an order
- Scroll to the bottom of the order.
- Click the Take Payment button, or Refund on a sales credit. Or if on a purchase order or credit click Allocate payment.
- From the fly-up menu, select the payment method to process the payment or refund by.
- Enter the details of the payment, or process the payment via the payment gateway app.
- 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.
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:
|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 authorized.|
|Authorized||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.|
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.
This represents money received from a customer. Creates accounting transactions.
This represents money paid out to a customer - usually a refund. Creates accounting transactions.
This presents an auth only transaction for a sale, the payment will be captured later. Does not create accounting transactions.
This represents the capture of an auth-only transaction. This will only be used where the payment was originally auth only. Creates accounting transactions.
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.
Purchase payment types
This represents money received from a supplier. Creates accounting transactions.
This represents money paid out to a supplier. Creates 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 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)
If a payment is recorded against an order for more than the total order value it will look overpaid. When the order is invoiced the over paid amount will be separated from the order and added to the customer account as an on account balance which can be used in payment against any invoice at a later date.
Amending, deleting or reversing order payments
It is not possible to amend an order payment after it has been entered.
However there are 2 options available. You can either delete the order payment completely or enter a reverse payment.
How to delete an order payment
- Search for and open the account journal for the payment to edit.
- Enter a reason for modification.
- Click the Cancel button.
- In the confirmation box check the box Delete linked order payments and type CONFIRM.
- Click the Confirm button.
This will cancel the journal and then also delete any order payments that are associated with it
How to enter a reverse payment (refund)
Reversing a payment will not refund a payment processed via a payment gateway. It will only record the reversal in Brightpearl.
- Open the order or credit.
- Click Take/Make payment or Refund.
- Select Reversal.
- Select the date on which to record the reversal payment.
- Enter the payment reference.
- Enter the amount (positive value).
- Click Submit.
How to reverse (cancel) an existing payment
- Go to Sales > Order payments, or Purchases > Order payments if it’s for a purchase.
- Search for the payment using the filters.
- Click Reverse in the actions column.