Brightpearl payments: Square

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

  • Back office (MOTO) payments
    • Receive payments against sales orders - authorize and capture later or authorize/capture immediately
    • Capture authorizations - manually or automatically on shipping
    • Refund a payment processed via the app
    • Create on account payments against customers
  • In store (POS) card payments
  • Payments made using "pay now" links in quotes, orders and invoices which are emailed to customers.

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

How to set up and configure Square with Brightpearl for MOTO and “pay now” links

  1. Continued from the steps here.

  2. Select the Square option.
    p1.png

  3. Select OK.
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  4. Choose the option to authenticate your account with Square.square2.png

  5. You will be then directed to log into your Square account, please provide your email address and password.

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  6. Once your authentication is successful, you are taken back to the payment method configuration.

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  7. Save to connect the app to your payment provider. If it is not possible to establish a connection message will be displayed. Please check your details have been entered correctly and try again.

  8. Once a connection is established make your configuration choices:

    Payment descriptor: Set a payment descriptor to be used when recording payments and order notes in Brightpearl.

    Staff Payments: Select the type of payment transaction you use from authorize only and capture later, authorize and capture immediately or allow the user to choose for each transaction.

    Save card details: Please do not enable this option for this payment gateway.

    Customer Payments: Choose whether you would like to use the embedded payment link on your invoices.

  9. 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.

  10. If you have already set up the POS Payments with Square and you would like to switch to MOTO payments, you will get the message seen below and must enable the MOTO payments by selecting "Switch customer payments to this gateway". You can only have Square POS or MOTO payments enabled at any time. 

    p6.png

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

Please note if you need to add POS as the Interaction Type, you will need to add another payment method as described here.

How to set up and configure Square with Brightpearl for POS card payments

  1. Continued from the steps here.

  2. Select the Square option.
    p1.png

  3. Select OK.
    p2.png

  4. Choose the option to authenticate your account with Square. You will be then directed to log into your Square account, please provide your email address and password.

    p4.png

  5. Once your authentication is successful, you are taken back to the payment method configuration.

    p5.png

  6. Save to connect the app to your payment provider. If it is not possible to establish a connection message will be displayed. Please check your details have been entered correctly and try again.

  7. Once a connection is established make your configuration choices:

    Payment descriptor: Set a payment descriptor to be used when recording payments and order notes in Brightpearl.

    Staff Payments: Select the type of payment transaction you use from authorize only and capture later, authorize and capture immediately or allow the user to choose for each transaction.

    Save card details: Please do not enable this option for this payment gateway.

    Customer Payments: Choose whether you would like to use the embedded payment link on your invoices.

  8. 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.

  9. If you have already set up the MOTO Payments with Square and you would like to switch to POS payments, you will get the message seen below and must enable the POS payments by selecting "Switch customer payments to this gateway". You can only have Square POS or MOTO payments enabled at any time. 

    p5.png

  10. If you'd like, you can use a separate payment method for each of your Square/POS store locations and associate each with one of you Square account's locations. In each Square payment method go to Gateway settings >Edit > then select the Square card reader location > Save.image__4_.png
  11. You are now ready to begin using the Brightpearl Payments app.&nbsp

  12. Go to your iPad and launch the latest version of the Brightpearl POS app.

  13. When you first log into the POS app version that includes the Square integration, you are prompted to allow the app to access your microphone, location and Bluetooth:

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  14. POS then prompts you to connect to a Square reader.

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  15. Turn the Square reader to pairing mode by pressing the side button for 3-4 seconds until you see the 4 orange flashing lights. You can find more information about the Square reader here.

  16. Select to pair with the Square reader. 

    mceclip2.png

  17. POS displays the menu for the connected Square card reader while the status is Updating.

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  18. When the connection is established, the status is shown as Ready. 

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  19. Choose the back button and close the modal.

  20. When you have your basket ready and go to the check out screen, select your Square payment method.

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  21. POS displays the amount to be paid and the Square reader has one green light on. 

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  22. Tap the card to make a contactless payment or insert it to the reader.

  23. When the payment is approved, POS displays a confirmation message.

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  24. You are then given the option to send the receipt to the customer's phone, email or not send it at all.

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  25. POS completes the transaction and moves to the Sale Complete screen.

  26. Please note if you need to add MOTO as the Interaction Type, you will need to add another payment method as described here.

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