If a payment has been made against an order in Shopify it can be downloaded into Brightpearl. This requires the sales receipt creation to be activated from within the ecommerce connector.
Activating the sales receipt creation means that an order placed and paid for on Shopify will automatically download into Brightpearl as paid; the order displays as paid and a sales receipt accounting journal will have been created.
Authorized verses Authorized and Captured
Orders will be marked as paid where the payment was authorized and captured or was just authorized. Since payments captured later can't be downloaded the integration will process a payment when the order is downloaded.
Custom payment methods cannot be downloaded
If an order is placed with a custom payment method such as "Cash on Delivery" or "On Account", no sales receipt will be created. These will need to be processed directly within Brightpearl by allocating a payment against the order.
The bank accounts into which the sales receipt is made is chosen when you set up the connector, and can be changed on the connector settings screen. A separate bank account can be used for PayPal payments but all other payment methods are made into the same bank account, so if you have a combination of payment methods on your Shopify store you will need to make bank transfers into the relevant account. An additional cash account can be chosen for cash payments taken via Shopify POS.
Fraud risk information
Currently we don’t download Shopify fraud risk information into Brightpearl, but it’s something we’d like to do in the near future.
Payments taken after the order downloaded
If you mark an order as “payment received” in Shopify after the order has been downloaded into Brightpearl, the sales receipt will also need to be created manually in Brightpearl by allocating payment.
Capture of pre-authorized payments
When orders are shipped at the end of the day, you will need to go into Shopify and find all “fulfilled but not paid” orders, and use the Shopify batch process to capture payment. If you set your Shopify store up to automatically capture payments during checkout, you won’t need to do this.
Note that these payments are downloaded into Brightpearl when the order is placed.
PayPal needs to be added to Shopify as a payment method and payments will automatically download into Brightpearl along with the order.
PayPal can also be integrated directly with Brightpearl. If you have also connected PayPal to Brightpearl you will see the same transactions appearing on the PayPal Log report. These transactions should NOT be created via the PayPal log as this will duplicate the accounting and over pay the order.
To keep a record of the PayPal transaction on the order you can enter the txn ID from the PayPal log in the order notes and payment history.
PayPal fees are not accounted for on PayPal payments downloaded from sales channels (such as Magento or eBay), since the payment information is downloaded directly from the channel and not PayPal. You will therefore need to ensure that the PayPal fees are accounted for for those transactions. This can be done in one of several ways, depending on how you want the accounting to look and how many transactions you are dealing with and therefore what's easier for you:
- Add up all the fees from your PayPal statement and manually enter a single journal to debit your PayPal fees nominal code and credit your PayPal bank account
- Use the PayPal log to automatically create just the fees . This will create a journal per transaction to debit your PayPal fees nominal code and credit your PayPal bank account. Since the original payment has already been accounted for this part doesn't need to be done
How to enter a journal
- Go to Accounting > Enter Journal .
- The date defaults to today's date, to post to a prior date you can change it. The date must be an open accounting period.
- Use the Details section to write a reason for the journal; really useful if you need to investigate the changes down the line.
- If you're posting entries to nominal codes Accounts Receivable (1100) or Accounts Payable (2100) always enter a Contact ID to connect the entry it to a customer or supplier account.
- On the first row select the nominal account for the entry and then enter the amount in either the Debit or Credit column.
- If tax is applicable on the value select the Tax Code. By entering a tax code the value will appear as a balance on your Sales/Purchase Tax report.
- Continue to enter journal lines, click the Add Row button to add more lines.
- When the total debits = total credits click Save Journal to post it to accounts.
The journal will immediately update the relevant accounts.
How to create PayPal fees
PayPal fees can be entered as a single figure by using a manual journal. Alternatively, the PayPal log can be used to create a journal per transaction:
- You will need to have activated the PayPal log at Settings > Brightpearl Apps > PayPal .
- Go to the PayPal log via Accounting > List bank accounts and clicking the View PayPal Log link against the PayPal bank account.
- Select all the transactions for which the fees need to be created.
- Click the Create accounting transactions button.
- In the pop-up window check the box to transfer fee amount from PayPal account to: Note that you should not select the check box to create a bank receipt where handling payments related to sales channels since this part of the transaction will already have been created from the channel.
- Select the nominal code where PayPal fees should be recorded.
- Click the Create transactions button.
A journal for each transaction will be created to debit the selected nominal code and credit the PayPal bank account.
Related how to guides - Downloading payments from Shopify
How to set the bank account used for downloaded payments
Use these steps to set the bank account nominal code which should be used when payments are downloaded through your integration with any of the following:
- First of all make a note of your bank account nominal code in Brightpearl. Find it at Accounting > List bank accounts .
- Log into the ecommerce connector. Go to App Store , and click the Setup button for the relevant integration.
- Click the Actions button next to the relevant sales channel and select Settings .
- Enter your bank account nominal code from Brightpearl into the field provided.
- Click the Save Settings button.