Refunding payments

As part of a sales credit or return, you may want to refund money back to a customer.

Reversing a payment using Brightpearl back office will not refund a payment processed via a payment gateway. It will only record a customer order payment in Brightpearl. If you're refunding money via a payment Gateway, do that first and if it's successful, record it in Brightpearl.

The exception to this is when you use the Brightpearl Payments app. Choosing a payment method configured with this app will refund the money back to the customer and create the order payments in Brightpearl if the refund was successful.

How to enter a refund on a sales credit

  1. Open the sales credit and click Refund.
  2. Confirm that Refund is selected.


  3. Select the date on which to record the refund.
  4. Enter the payment reference.
  5. Enter the amount (positive value).
  6. Click Submit.

How to refund money on a sales order

If you've taken excess funds in error, have switched out an item for a cheaper one, chosen a cheaper shipping method, or for some other reason the order total is lower than the amount paid to date, then you should enter refund information onto the original sales order; there is no need to create a sales credit.

The only exception to this is when the sales order has been invoiced: the overpayment will have been accounted for already.

  1. Open the order.
  2. Click Take payment.
  3. Choose Reversal.

    Enter reversal payment

  4. Select the date on which to record the reversal payment.
  5. Enter the payment reference.
  6. Enter the amount (positive value).
  7. Click Submit.

How to refund an invoiced overpayment

If an overpaid order is invoiced, the excess is split off from the order and created as a payment on account. The order will then show as fully paid. If you're going to refund the payment on account (rather than leave it to allocate against a future invoice), then follow these steps:

  1. Go to the payment allocation screen for that customer.
  2. Choose the bank account you are paying money from.
  3. Click to pay the relevant line.
  4. Submit.


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