Correcting errors with order payments and journals

From time to time, you might find a sales order where the payments don't match the accounting journals in Brightpearl. For example, an order payment has been downloaded multiple times from your webstore which, after attempts to correct, has resulted in payment journals no longer reflecting reality.

Your best option at this point may be to reset the accounting and the order payments for the order, and then to take payment again. This article will explain how you can do just that.

Keep these two things in mind:

  1. Order payments and accounting are separate entities, you can learn more in this article.
  2. The history / audit trail behind the order payments total and the accounting total can be ignored; it's the final values that are important.

Correcting the order payments in this way can be achieved in 3 steps, which will be illustrated using an example:

You have a sales order for £100. It downloaded from your webstore into Brightpearl with a triplicate payment. In trying to correct it, you have wound up with multiple order payments and order payment reversals. The order says the payment amount is -£400. When you look at the accounting, there are multiple SR journals associated with this order which balance to £200:

 

SALES ORDER

ORDER PAYMENTS

 ACCOUNTING

 

SO for £100

X order payments totalling -£400

Y SR journals totalling £200

 

1. Reset the accounting for the sales order

The easiest thing to do is cancel all of the journals associated with the order.

Cancelling the journals has 3 benefits:

  1. You don’t have to do any calculations to work out how to allocate payment to the sale to correct the accounts.
  2. The accounting has now been effectively reset. As far as it’s concerned the sale is completely unpaid.
  3. If you need to reconcile the bank account, you don’t have to worry about balancing tens of journals to make up one transaction.

The order now looks like this:

 

SALES ORDER

ORDER PAYMENTS

ACCOUNTING

 

SO for £100

Order payments totalling -£400

SR journals totalling £200

Cancel all journals associated with SO

SO for £100

Order payments totalling -£400

Cancelled SR journals

 

2. Reset the order payments for the sales order

Next, you should reset the order payments. Simply do a payment or a reversal using your payment method to bring the total up or down to 0.

 

SALES ORDER

ORDER PAYMENTS

 ACCOUNTING

 

SO for £100

Order payments totalling -£400

SR journals totalling £200

Cancel all journals associated with SO

SO for £100

Order payments totalling -£400

Cancelled SR journals

Do a reverse payment for £400 using your ADJUSTMENTS payment method

SO for £100

Order payments totalling -£400

Order payment for £400
Order looks unpaid

Cancelled SR journals

 

3. Correct the sales order

Finally, make a payment on the order using the correct payment method to mark it as fully paid.

 

SALES ORDER

ORDER PAYMENTS

 ACCOUNTING

 

SO for £100

Order payments totalling -£400

SR journals totalling £200

Cancel all journals associated with SO

SO for £100

Order payments totalling -£400

Cancelled SR journals

Do a reverse payment for £400 using your ADJUSTMENTS payment method

SO for £100

Order payments totalling -£400

Order payment for £400
Order looks unpaid

Cancelled SR journals

Take payment for £100

SO for £100

Order payments totalling -£400

Order payment for £400

Order payment for £100

Cancelled SR journals for £100

That's it! You still have a sales order of £100, but the order payments and sales receipts now reflect the correct value.

You can find out more about Order payments here.

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