Brightpearl Payments

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What is the Brightpearl payments app?

The Brightpearl Payments app works with Bolt to enable card payments and refunds to be processed within Brightpearl. Bolt is a payment gateway aggregator which provides services to multiple payment gateways. This means Brightpearl can connect to multiple payment gateways all with a single app.

The following payment providers are supported when using Brightpearl Payments:

  • Authorize.net
  • Braintree
  • Payflow Pro
  • PayPal Business
  • PayPal Here
  • Sage Pay
  • Stripe
  • USAePay
  • Worldpay

Each payment provider supports different types of transaction:

  • Back office (MOTO)

    These are transactions made where the card holder is not present and entered into Brightpearl against a quote, order, invoice or customer account.

  • In store (POS)

    The card holder is present for these transactions and is using their payment card.

  • Online "pay now" links

    The card holder makes this payment themselves online for a quote, order or invoice sent from Brightpearl.

  Brightpearl "Pay now" links Brightpearl Back office (MOTO) Brightpearl POS
Authorize.net tick.png tick.png cross.png
Braintree tick.png tick.png cross.png
Payflow Pro tick.png tick.png  cross.png
PayPal Business tick.png cross.png cross.png
PayPal Here cross.png cross.png tick.png
Sage Pay tick.png tick.png cross.png
Stripe tick.png tick.png cross.png
USAePay tick.png tick.png cross.png 
Worldpay tick.png tick.png cross.png

brightpearl payments overview

Payment gateways and features supported by Brightpearl Payments

Transaction type Feature

Take payment directly on a sales order - auth only

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Take payment directly on a sales order - auth and capture

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Capture auth only payments on demand

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Partially capture payment on demand

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Auto-capture auth only payments on shipping  green tick small
Auto-capture partial payment for partial shipments Authorize.Net Only

Refund a payment originally taken via Brightpearl Payments

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Make a payment (misc refund) to a customer with no original payment

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Take an on account payment from a customer

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Include 'pay now' links in invoices

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Receive customer payments via the web portal

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Installing and configuring the Brightpearl Payments app

The Brightpearl Payments app can be activated from with the App Store. Once the app has been installed you will need to configure it with your payment provider and give your staff members permissions to use it (permissions depend on features supported by your payment gateway).

How to install the Brightpearl Payment app

  1. Log into your Brightpearl account.
  2. Click the App Store link at the top of the screen.
  3. Find the Brightpearl Payments app.
  4. Click Turn on.

Learn more about configuring each payment gateway below:

Authorize.net with Brightpearl Payments

The Brightpearl Payment app allows you to connect your Authorize.net payment gateway to Brightpearl. This will enable you to process:

  • Payments against sales orders - authorize then capture late or authoriz/capture immediately
  • Capture authorizations - manually or automatically on shipping
  • Refund a payment processed via the app
  • Create on account payments against customers

Each staff member who will be processing payments using Authorize.net will need to be added within the permissions section of the configuration process.

How to set up and configure Authorize.Net with Brightpearl

  1. To connect Authorize.Net to Brightpearl you will need the following details from your Authorize.net account:

    API Key
    Transaction Key
    Account Currency

    Find these details in Authorize.net at Your Account > Settings > API Credentials and Keys.

  2. In Brightpearl, go to Settings > Company > Payment methods.
  3. Add a new payment method, or edit an relevant existing payment method you are using.
  4. Give the payment method a name and a code.
  5. Select the This payment method is active option.
  6. Select Brightpearl Payments from the Link to a payment gateway drop down.
  7. Ensure a bank account is selected if you are using Brightpearl accounting. If no bank account is assigned, accounting for payments will not be created.

    Auth net payment method

  8. Save the payment method, and click the Gateway settings link now displayed against the method to begin the Payment app configuration. This can also be used to edit your settings later.

    gateway-settings-auth.png

  9. In the pop-up window select the payment provider.
  10. Enter the Auth.net API details and make the following choices:

    EU merchant: Check this box if you are an EU merchant

    Sandbox: Check this box to connect to Auth.net sandbox for testing purposes

  11. Save to connect the app to your payment provider. If it is not possible to establish a connection a message will be displayed. Please check your details have been entered correctly and try again.
  12. Once a connection is established make your configuration choices:

    Transaction type: Choose between authorize only, authorize and capture or allow the user to choose for each transaction.

    Automatically capture: Choose whether you want payment to be automatically captured when the first shipment is made. Sage Pay only support capturing payment in full.

    Save card details: Choose whether customer card details used for processing transactions are saved for future use.

    auth net set up

  13. Before the app can be used you will also need to set the permissions and specify which staff members can process each transaction type. In the configuration window, select the Permissions tab.

    If you have previously configured a different payment gateway with the app, you can choose to copy the permissions and then make any amendments.auth net permissions

  14. Save the permissions to complete the configuration.
  15. Close the configuration.

You are now ready to begin using the Brightpearl Payment app. When the payment method is selected to pay sales orders in Brightpearl, the payment processing window will automatically be displayed.

Braintree with Brightpearl Payments

The Brightpearl Payment app allows you to connect your Braintree payment gateway to Brightpearl. This will enable you to process:

  • Payments against sales orders - authorize only or authorize then capture later
  • Capture authorizations - manually or automatically on shipping
  • Refund a payment processed via the app
  • Create on account payments against customers

Each staff member who will be processing payments using Braintree will need to be added within the permissions section of the configuration process.

How to set up and configure Braintree with Brightpearl

  1. To connect Braintree to Brightpearl you’ll need the following details from your Braintree account:

    Merchant ID
    Public Key
    Private Key

    Find these details in Braintree at My user > API keys, click here for more info.

    bt1.PNG

  2. In Brightpearl, go to Settings > Company > Payment methods.
  3. Add a new payment method, or edit a relevant existing payment method you are using.
  4. Give the payment method a name and a code.
  5. Select the this payment method is active option.
  6. Select Brightpearl Payments from the Link to a payment gateway drop down.
  7. Ensure a bank account is selected if you are using Brightpearl accounting. If no bank account is assigned, accounting for payments will not be created.
  8. Save the payment method, and click the Gateway settings link now displayed against the method to begin the Payment app configuration. This can also be used to edit your settings later.
  9. In the pop-up window select your payment provider.
  10. Enter your Braintree API details and make the following choices:

    Multi-currency: Check this box if Braintree is configured to accept payments in multiple currencies.

    Account currency: Select the account currency used in Braintree

    Require AVS: Check this box to use address verification service (AVS)

    bt2.PNG

    If you are using multiple currencies within Braintree, each one will need to be added, along with the Merchant Account ID set in Braintree. Find these details in Braintree at Settings > Processing.

    bt3.PNG

  11. Save to connect the app to your payment provider. If it is not possible to establish a connection, a message will be displayed. Please check your details have been entered correctly and try again.
  12. Once a connection is established make your configuration choices:

    Transaction type: Choose between authorize only, authorize and capture or allow the user to choose for each transaction.

    Automatically capture: Choose whether you want payment to be automatically captured when the first shipment is made.

    Save card details: Choose whether customer card details used for processing transactions are saved for future use.

    bt4.PNG

  13. Before the app can be used, you will also need to set the permissions and specify which staff members can process each transaction type. In the configuration window, select the Permissions tab. If you have previously configured a different payment gateway with the app, you can choose to copy the permissions and then make any amendments.
  14. Save the permissions to complete the configuration.
  15. Close the configuration.

You are now ready to begin using Braintree with the Brightpearl Payment app. When the payment method is selected to pay sales orders in Brightpearl, the payment processing window will automatically be displayed.

Payflow Pro with Brightpearl Payments

To use Payflow Pro with Brightpearl payments, your Payflow Pro account must be configured to "allow reference transactions". This enables the Brightpearl Payments app to save card details with Payflow Pro.

The Brightpearl Payment app allows you to connect your Payflow Pro payment gateway to Brightpearl. This will enable you to process:

  • Payments against sales orders - authorize only or authorize then capture later
  • Capture authorizations - manually or automatically on shipping
  • Refund a payment processed via the app
  • Create on account payments against customers

Each staff member who will be processing payments using Payflow Pro will need to be added within the permissions section of the configuration process.

How to set up and configure Payflow Pro with Brightpearl

  1. Configure Payflow Pro to allow reference transactions. Learn more
  2. To connect Payflow Pro to Brightpearl you’ll need the following details from your Payflow Pro account:

    Merchant ID
    Public Key
    Private Key

    Learn how to generate these credentials in Payflow Pro

  3. In Brightpearl, go to Settings > Company > Payment methods.
  4. Add a new payment method, or edit a relevant existing payment method you are using.
  5. Give the payment method a name and a code.
  6. Select the this payment method is active option.
  7. Select Brightpearl Payments from the Link to a payment gateway drop down.
  8. Ensure a bank account is selected if you are using Brightpearl accounting. If no bank account is assigned, accounting for payments will not be created.
  9. Save the payment method, and click the Gateway settings link now displayed against the method to begin the Payment app configuration. This can also be used to edit your settings later.
  10. In the pop-up window select your payment provider.
  11. Enter your Payflow Pro API details and make the following choices:

    Account currency: Select the account currency used in Payflow Pro

    Require AVS: Check this box to use address verification service (AVS)

    If you are using multiple currencies within Payflow Pro, each one will need to be added.

    Sandbox: Check this box to connect to Payflow sandbox for testing purposes

  12. Save to connect the app to your payment provider. If it is not possible to establish a connection, a message will be displayed. Please check your details have been entered correctly and try again.
  13. Once a connection is established make your configuration choices:

    Transaction type: Choose between authorize only, authorize and capture or allow the user to choose for each transaction.

    Automatically capture: Choose whether you want payment to be automatically captured when the first shipment is made.

    Save card details: Choose whether customer card details used for processing transactions are saved for future use.

  14. Before the app can be used, you will also need to set the permissions and specify which staff members can process each transaction type. In the configuration window, select the Permissions tab. If you have previously configured a different payment gateway with the app, you can choose to copy the permissions and then make any amendments.
  15. Save the permissions to complete the configuration.
  16. Close the configuration.

You are now ready to begin using Payflow Pro with the Brightpearl Payment app. When the payment method is selected to pay sales orders in Brightpearl, the payment processing window will automatically be displayed.

PayPal Business

PayPal Business can be connected via Brightpearl Payments for handling payments made using "pay now" links in quotes, orders and invoices which are emailed to customers.

How to set up and configure PayPal Business with Brightpearl

  1. To connect PayPal Business to Brightpearl you will need the following details from your PayPal account:

    API Username
    API Password
    API Signature

    Learn how to find API credentials in PayPal. You will need to request Option 1: PayPal API > Request an API signature.

  2. In Brightpearl, go to Settings > Company > Payment methods.
  3. Add a new payment method, or edit an relevant existing payment method you are using.
  4. Give the payment method a name and a code.
  5. Select the This payment method is active option.
  6. Select Brightpearl Payments from the Link to a payment gateway drop down.
  7. Ensure a bank account is selected if you are using Brightpearl accounting. If no bank account is assigned, accounting for payments will not be created.
  8. Save the payment method, and click the Gateway settings link now displayed against the method to begin the Payment app configuration. This can also be used to edit your settings later.
    gate-way-settings.png
  9. In the pop-up window select your payment provider.
  10. Enter your PayPal API details.

    paypal-business-api-details.png

  11. Save to connect the app to your payment provider. If it is not possible to establish a connection a message will be displayed. Please check your details have been entered correctly and try again.
  12. Once a connection is established make your configuration choices:

    Payment ref prefix: Enter a payment descriptor to be used when recording payments and order notes in Brightpearl. This will prefix the payment reference which is automatically assigned.

    Enable customer payments: Check the box to make this payment method the one used when "pay now" links are included in emails. If an existing payment method has been set up for "pay now" links a switch option will be provided.

    pay-now-already-set.png

  13. Before the app can be used you will also need to set the permissions and specify which staff members can process each transaction type. In the configuration window, select the Permissions tab.

    If you have previously configured a different payment gateway with the app, you can choose to copy the permissions and then make any amendments.

  14. Save the permissions to complete the configuration.
  15. Close the configuration. 

Using "pay now" links for quotes, order and invoices

"Pay now" links can be added to quotes, orders and invoices which are emailed to customers. When the customer clicks the link they will be able to make a secure payment which is automatically captured in Brightpearl to mark the quote, order or invoice as paid.

"Pay now" links can be activated for only one payment provider at a time.

The link mechanism is embedded directly into templates using the code provided during the payment gateway setup.

How to set up 'pay now' links

  1. Go to Settings > Company > Payment methods.
  2. Click Gateway settings on the payment method.
  3. Select Enable customers payments to allow customers to make full payment against invoices.
  4. Select Enable part payments to allow customers to make multiple part payments against invoices.
  5. Copy the text shown in the ‘Invoice payment’ section to the clipboard.

    payments-customer-payments.png

  6. Go to Settings > Templates > Document templates and click to edit the relevant template, for example, the invoice template.
  7. Click to view the template in HTML mode.

    template-html-mode.png

  8. Place the cursor in the place where the link should appear and paste in the text from the payment setup.
  9. Save the template

The next time a quote, order or invoice is emailed to a customer using this template, the link will be included.

PayPal Here for POS with Brightpearl Payments

The Brightpearl Payment app allows you to process card payments via PayPal Here on Brightpearl POS

  • Process payments using a PayPal Here device connected to Brightpearl POS

How to set up and configure PayPal Here with Brightpearl

  1. To connect PayPal Here to Brightpearl you will need a PayPal business account mode.
  2. In Brightpearl, go to Settings > Company > Payment methods.
  3. Add a new payment method, or edit an relevant existing payment method you are using.
  4. Give the payment method a name and a code.
  5. Select the This payment method is active option.
  6. Select Brightpearl Payments from the Link to a payment gateway drop down.
  7. Ensure a bank account is selected if you are using Brightpearl accounting. If no bank account is assigned no accounting for payments will be created.

    Screen_Shot_2017-02-26_at_22.43.28.png

  8. Save the payment method, and click the Gateway settings link now displayed against the method to begin the Payment app configuration. This can also be used to edit your settings later.

    Screen_Shot_2017-02-26_at_22.45.04.png

  9. In the pop-up window select PayPal Here.
  10. Review the requirements and the create the gateway. <pScreen_Shot_2017-02-26_at_22.47.46.png
  11. Click Authenticate.

    Screen_Shot_2017-02-26_at_22.49.22.png

  12. Sign into PayPal.
  13. Assign the permissions for those users that can process refunds in the Back office for PayPal Here transactions that have been taken on Brightpearl POS.

    Screen_Shot_2017-02-26_at_22.49.56.png

You are now ready to begin using the PayPal Here on Brightpearl POS. 

Sage Pay with Brightpearl Payments

The Brightpearl Payment app allows you to connect your Sage Pay payment gateway to Brightpearl. This will enable you to process:

  • Payments against sales orders - authorize only or authorize then capture later
  • Capture authorizations - manually or automatically on shipping
  • Refund a payment processed via the app
  • Create on account payments against customers

Each staff member who will be processing payments using Sage Pay will need to be added within the permissions section of the configuration process.

How to set up and configure Sage Pay with Brightpearl

  1. To connect Sage Pay to Brightpearl you will need the following details from your Sage Pay account:

    Vendor name
    Administrator Username
    Administrator Password

  2. In Brightpearl, go to Settings > Company > Payment methods.
  3. Add a new payment method, or edit an relevant existing payment method you are using.
  4. Give the payment method a name and a code.
  5. Select the This payment method is active option.
  6. Select Brightpearl Payments from the Link to a payment gateway drop down.
  7. Ensure a bank account is selected if you are using Brightpearl accounting. If no bank account is assigned no accounting for payments will be created.

    sg payment method

  8. Save the payment method, and click the Gateway settings link now displayed against the method to begin the Payment app configuration. This can also be used to edit your settings later.

    sp-gateways settings

  9. In the pop-up window select your payment provider.
  10. Enter your Sage Pay API details and make the following choices (ensure you are not logged in to Sage Pay at the time):

    Require AVS: 

    Require CVC: 

    Sandbox: 

    sagepay.PNG

  11. Save to connect the app to your payment provider. If it is not possible to establish a connection a message will be displayed. Please check your details have been entered correctly and try again.
  12. Once a connection is established make your configuration choices:

    Transaction type: Choose between authorize only, authorize and capture or allow the user to choose for each transaction.

    Automatically capture: Choose whether you want payment to be automatically captured when the first shipment is made. Sage Pay only support capturing payment in full.

    Save card details: Choose whether customer card details used for processing transactions are saved for future use.

    sp config

  13. Before the app can be used you will also need to set the permissions and specify which staff members can process each transaction type. In the configuration window, select the Permissions tab.

    If you have previously configured a different payment gateway with the app, you can choose to copy the permissions and then make any amendments.

  14. Save the permissions to complete the configuration.
  15. Close the configuration.

You are now ready to begin using the Brightpearl Payment app. When the payment method is selected to pay sales orders in Brightpearl, the payment processing window will automatically be displayed.

Stripe with Brightpearl Payments

The Brightpearl Payment app allows you to connect your Stripe payment gateway to Brightpearl. This will enable you to process:

  • Payments against sales orders - authorize then capture late or authorize/capture immediately
  • Capture authorizations - manually or automatically on shipping
  • Refund a payment processed via the app
  • Create on account payments against customers

Each staff member who will be processing payments using Stripe will need to be added within the permissions section of the configuration process.

How to set up and configure Stripe with Brightpearl

  1. To connect Stripe to Brightpearl you will need the following details from your Stripe account, which can be found at Your account > API keys:

    Test secret key
    Test publishable key
    Live secret key
    Live Publishable key

  2. In Brightpearl, go to Settings > Company > Payment methods.
  3. Add a new payment method, or edit an relevant existing payment method you are using.
  4. Give the payment method a name and a code.
  5. Select the This payment method is active option.
  6. Select Brightpearl Payments from the Link to a payment gateway drop down.
  7. Ensure a bank account is selected if you are using Brightpearl accounting. If no bank account is assigned no accounting for payments will be created.

    wp add payment method

  8. Save the payment method, and click the Gateway settings link now displayed against the method to begin the Payment app configuration. This can also be used to edit your settings later.

    wp payment method

  9. In the popup window select Stripe.
  10. Enter your Stripe API key details and make the following choices:

    Require AVS: This will enforce the use of address validation when processing payments.

    Require CVC: This make make it required that the CVC code is entered each time a card payment is taken, including when a saved card is being used.

    Sandbox: If you want to process test transactions check this option. This will allow you to use test card details and not make any real transactions, but see the functionality in Brightpearl.

  11. Save to connect the app to your payment provider. If it is not possible to establish a connection a message will be displayed. Please check your details have been entered correctly and try again
  12. Once a connection is established make your configuration choices:

    Transaction type: Choose between authorise and capture later, authorise and capture or allow the user to choose for each transaction.

    Auto-capture: Choose whether you want payment to be automatically captured when the first shipment is made. Stripe only support capturing payment in full.

    Save card details: Choose whether customer card details used for processing transactions are saved for future use.

    stripe configure

  13. Before the app can be used you will also need to set the permissions and specify which staff members can process each transaction type. In the configuration window, select the Permissions tab.

    If you have previously configured a different payment gateway with the app, you can choose to copy the permissions and then make any amendments.

    stripe permissions

  14. Save the permissions to complete the configuration.
  15. Close the configuration window.

You are now ready to begin using the Brightpearl Payment app. When the payment method is selected to pay sales orders in Brightpearl, the payment processing window will automatically be displayed.

USAePay with Brightpearl Payments

The Brightpearl Payment app allows you to connect your USAePay payment gateway to Brightpearl. This will enable you to process:

  • Payments against sales orders - auth only or auth/capture
  • Capture auths in full or in part - manually or automatically on shipping
  • Refund a payment processed via the app
  • Process a miscellaneous refund against a sales credits
  • Create on account payments against customers, ready to pay invoices

Each staff member who will be processing payments using USAePay will need to be added within the permissions section of the configuration process.

How to set up and configure USAePay with Brightpearl

  1. To connect USAePay to Brightpearl you will need an API key from your USAePay account, which can be generated at Settings > Source Keys.
  2. In Brightpearl, go to Settings > Company > Payment methods.
  3. Add a new payment method, or edit an relevant existing payment method you are using.
  4. Give the payment method a name and a code.
  5. Select the This payment method is active option.
  6. Select Brightpearl Payments from the Link to a payment gateway drop down.
  7. Ensure a bank account is selected if you are using Brightpearl accounting. If no bank account is assigned no accounting for payments will be created.
  8. Save the payment method, and click the Gateway settings link now displayed against the method to begin the Payment app configuration. This can also be used to edit your settings later.
  9. In the pop-up window select USAePay.
  10. Enter your Worldpay API key details
  11. Save to connect the app to your payment provider. If it is not possible to establish a connection a message will be displayed. Please check your details have been entered correctly and try again
  12. Once a connection is established make your configuration choices:

    Transaction type: Choose between authorize only, authorize and capture or allow the user to choose for each transaction.

    Automatically capture: When using a transaction type of "Authorise and capture later" or "User select" you will be able to choose how auth only payments are captured. Check this box to have auth payments automatically captured when a goods-out note is marked as shipped. Leave it unchecked and all auths will have to be manually captured (can be done in bulk).

    Capture partial amounts: When auto-capture of payments on shipping is used, check this box to capture only the payment amount for the items shipped. Leave unchecked to capture the payment in full with the first shipment.

    Order status for failed capture: If a payment fails to be captured the order will be placed on this status.

    Save card details: Choose whether customer card details used for processing transactions are saved for future use.

  13. Before the app can be used you will also need to set the permissions and specify which staff members can process each transaction type. In the configuration window, select the Permissions tab.

    If you have previously configured a different payment gateway with the app, you can choose to copy the permissions and then make any amendments.

  14. Save the permissions to complete the configuration.
  15. Close the configuration.

You are now ready to begin using the Brightpearl Payment app. When the payment method is selected to pay sales orders in Brightpearl, the payment processing window will automatically be displayed.

Worldpay with Brightpearl Payments

The Brightpearl Payment app allows you to connect your Worldpay payment gateway to Brightpearl. This will enable you to process:

  • Payments against sales orders - auth only or auth/capture
  • Capture auths in full or in part - manually or automatically on shipping
  • Refund a payment processed via the app
  • Process a miscellaneous refund against a sales credits
  • Create on account payments against customers, ready to pay invoices

Each staff member who will be processing payments using Stripe will need to be added within the permissions section of the configuration process.

How to set up and configure Worldpay with Brightpearl

  1. To connect Worldpay to Brightpearl you will need the following details from your Worldpay account, which can be found at Settings > API keys:

    Merchant ID
    Service key
    Client key

  2. In Brightpearl, go to Settings > Company > Payment methods.
  3. Add a new payment method, or edit an relevant existing payment method you are using.
  4. Give the payment method a name and a code.
  5. Select the This payment method is active option.
  6. Select Brightpearl Payments from the Link to a payment gateway drop down.
  7. Ensure a bank account is selected if you are using Brightpearl accounting. If no bank account is assigned no accounting for payments will be created.

    wp add payment method

  8. Save the payment method, and click the Gateway settings link now displayed against the method to begin the Payment app configuration. This can also be used to edit your settings later.

    wp payment method

  9. In the pop-up window select Worldpay.
  10. Enter your Worldpay API details and make the following choices:

    Require AVS: 

    Require CVC: 

    Sandbox: 

  11. Save to connect the app to your payment provider. If it is not possible to establish a connection a message will be displayed. Please check your details have been entered correctly and try again
  12. Once a connection is established make your configuration choices:

    Transaction type: Choose between authorize only, authorize and capture or allow the user to choose for each transaction.

    Automatically capture: When using a transaction type of "Authorise and capture later" or "User select" you will be able to choose how auth only payments are captured. Check this box to have auth payments automatically captured when a goods-out note is marked as shipped. Leave it unchecked and all auths will have to be manually captured (can be done in bulk).

    Capture partial amounts: When auto-capture of payments on shipping is used, check this box to capture only the payment amount for the items shipped. Leave unchecked to capture the payment in full with the first shipment.

    Order status for failed capture: If a payment fails to be captured the order will be placed on this status.

    Save card details: Choose whether customer card details used for processing transactions are saved for future use.

    wp config

  13. Before the app can be used you will also need to set the permissions and specify which staff members can process each transaction type. In the configuration window, select the Permissions tab.

    If you have previously configured a different payment gateway with the app, you can choose to copy the permissions and then make any amendments.

    wp permissions

  14. Save the permissions to complete the configuration.
  15. Close the configuration.

You are now ready to begin using the Brightpearl Payment app. When the payment method is selected to pay sales orders in Brightpearl, the payment processing window will automatically be displayed. 

Taking a telephone payment using the Brightpearl Payments app

Taking telephone payments from customers using the Brightpearl Payments app can be done against:

  • A sales order

    Process a transaction for the full or part of the order value, and mark the order as paid in Brightpearl at the same time. An order payment can be processed as either auth only or auth and capture.

  • A customer

    Process a transaction for a specified amount against the customer record. It can be left on account or allocated against outstanding invoices. A customer payment will be captured immediately, auth only transactions are not supported.

How to take a telephone payment against a sales order using the Brightpearl payments app

Use these steps to take a customer card payment and mark an order as paid:

  1. From within the order scroll to the bottom of the screen and click Take payment.
  2. Choose the payment method to use and the payment processing window will be automatically displayed. If a manual payment entry window is displayed, instead of the payment processing window check that the payment method has been connected to the Brightpearl Payments apps.
  3. Enter the customer payment details and submit.

Once the payment has been successfully processed you will be returned to the order screen. The order will now display a captured or pending (for auth only) payment amount.

How to take a telephone payment against a customer using the Brightpearl Payments app

  1. Open the customer record. From within the Financials info box on the right, click Allocate Payment.

    Note: You can also navigate to this screen using the Accounting mini tab displayed throughout Brightpearl.

  2. Click Record account payment and select…

Making refunds or payments to customers using the Brightpearl Payments app

Making refunds or payments to customers using the Brightpearl Payments app can be done against:

  • A sales credit

    Process a transaction to pay the customer for the full or part of the credit value, and mark the credit as paid in Brightpearl at the same time.

  • A customer

    Process a transaction to pay the customer a specified amount. It can be left on account or allocated against outstanding credits.

When giving money to a customer, it can be done by a reversal of an original payment received from the customer, it might be for the full transaction amount, or for only part of it and there may be multiple refunds made, but the total refunded amount can never be for more than the original charge. A refund made using the Brightpearl Payments app will look up an original transaction from your payment provider and use those details to make the refund so there is no need to re-enter the card details. Payment providers will often also refund their own fees when a refund is made in this way.

Note: Payments cannot be processed for suppliers or purchases. These types of payment are not supported and should be managed using a BACS/ACH service.

How to refund a payment using the Brightpearl payments app

Use these steps to refund a customer card payment and mark a credit as paid:

  1. Clone the original sales order to a sales credit.
  2. From within the sales credit scroll to the bottom of the screen and click Refund.
  3. Choose the payment method. Where the payment method has been configured for use with the Brightpearl Payments app the payment processing window will automatically be displayed.
  4. Enter the customer payment details and submit.

Once the payment has been successfully processed you will be returned to the order screen. The order will now display a captured or pending (for auth only) payment amount.

Capturing auth only payments in Brightpearl app

Authorized payments against sales orders can be captured in full or in part either automatically or manually:

  • Automatic payment capture

    Configure the app to automatically capture authorized payments once the order is marked as shipped, and whether to capture full payment or partial payments for split shipments.

  • Manual payment capture

    Select multiple orders to capture payment for, based on your own criteria at any time. Choose to capture in full or partial payments.

If any part payment has already been captured for an order the payment status will be “part paid” and will therefore not display under the “Authorized” order payment status.

How to capture auth only payments

  1. In Brightpearl, go to Sales > Order payments.
  2. Filter by the payment type of Auths pending capture and by your payment method.
  3. Select the rows to be captured.
  4. Click the Capture button.
  5. In the popup window review and make any edits to the payments which will be captured.
  6. Click Submit to go ahead and capture those payments from the customers.

Saving and using saved card details using Brightpearl Payments app

When processing a payment, you can choose whether to save the customer card details, this will enable you to take more payments in the future without having to contact the customer.

In order to save customer card details you must first set it up with your payment provider. Not all payment providers offer this option. If your payment provider does not offer the option to save card details then you will not be able to use the feature. The app cannot override the features of the payment provider.

How many customer cards can be saved?

The number of cards which can be saved for each customer depends upon your payment provider. For example, Authorize.net currently allow 12 cards to be saved per customer, this is how many you will be able to save and retrieve using the Brightpearl Payments app.

Where are customer card details saved?

All card details are saved only with the payment provider (such as Stripe, Sage Pay) who must comply with all the necessary security rules for saving card details. No card information is saved in Brightpearl or Paywithbolt, who power the Brightpearl Payment app.

When are customer card details saved?

Customer card details will be saved at the same time as they are used to process a payment or authorization.

Saving customer card details can be set at the app level or on an individual payment:

  • App level

    If the app is set to save card details then they will automatically be saved for every card transaction processed in Brightpearl.

  • Payment level

    If the app is not set to automatically save card details then you will be able to decide per transaction.

You do not need to save customer card details to process authorize only type transactions.

Using a saved card

When taking a new payment for a customer you will be able to select any one of their saved cards to complete the transaction. All available cards are retrieved from the payment provider at the point of processing a new transaction.

Some payment providers will require additional security checks when using the saved card in the future, such as re-entering the CVV number. You will be asked for these before the Transaction can be completed.

Updating a saved card

It is not possible to update a card from Brightpearl. You will usually need to save a new card and remove the old one.

Removing a saved card

It is not possible to remove a saved card from within Brightpearl. You will need to remove the card from within your payment provider account.

How to save card details for future use

Use these steps to save a customer’s card details with your payment provider, so that they can be used for taking payments in the future:

  1. Check with your payment provider that they offer the option of saving card details and that it is activated on your account.
  2. In Brightpearl, process a payment for your customer. During the process ensure the Save card details box is checked. To have this box checked by default it can be configured within the app.

Once the card transaction has been completed, the card details will be saved with your payment provider and can be retrieved the next time you process a payment for this customer.

Foreign currency transactions

When taking a foreign currency payment, the exchange rate from the order screen will be used to convert the payment into your base currency in Brightpearl.

If your payment gateway operates in a different currency from that of the payment currency, the payment provider will convert the payment using their own exchange rate. If this exchange rate is different from the one in Brightpearl then the transactions will not reconcile. An adjustment to account for the gain/loss due to the differing exchange rates will need to be manually entered.

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