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
- Open the sales credit and click Refund.
- Confirm that Refund is selected.
- Select the date on which to record the refund.
- Enter the payment reference.
- Enter the amount (positive value).
- 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.
- Open the order.
- Click Take payment.
- Choose Reversal.
- Select the date on which to record the reversal payment.
- Enter the payment reference.
- Enter the amount (positive value).
- 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:
- Go to the payment allocation screen for that customer.
- Choose the bank account you are paying money from.
- Click to pay the relevant line.
- Submit.