Payment methods

Payment methods are used for:

  • Recording how a payment was taken against an order.
  • Ensuring the accounting is entered in the correct bank account.
  • Opening a payment gateway from an order to process a payment.

Before a payment can be entered from within an order, at least one payment method must exist.

How to add a payment method

  1. Go to Settings > Company > Payment methods.
  2. Click to add a new payment method.
  3. Make the following entries:

    Name - This is how the method will be seen in Brightpearl.
    Code - Used for matching payments received via apps.
    Link to a payment gateway - Linking a payment gateway app will trigger the payment processing window to display when this method is selected.
    Bank account - Specify which bank account code(s) the accounting should be posted to. 

  4. Save the payment method.

Bank accounts

If a payment method does not have a bank account, the order will still be marked as paid, but no accounting entries will be made for that payment.

If you're only transacting in one currency, you only need to add one bank account to each payment method.

If you're working with multiple currencies, the setup for your payment method will depend on whether that payment provider can hold funds in multiple currencies.

Example 1:

You are a USD merchant. Your credit card processor can take payments in USD and CAD. They provide you with separate balances for each currency, and do not convert between the two unless you request them to. Create one payment method called "Credit Card" and set a USD bank account for the USD currency, and a CAD bank account for the CAD currency. Your bank account list in Brightpearl will show separate balances for USD and CAD.

Example 2:

You are a USD merchant. You have a credit card processor that will accept funds in any currency, but will convert into your base currency (USD) for every foreign transaction. Your payouts are always in USD. Create one payment method called "Credit Card" and only set the USD bank account. A Canadian Dollar payment taken against a CAD order, will be entered against the USD bank account, in CAD. 

Editing payment methods

Editing payment methods should not be used to repurpose a previous method as a new method since it will affect historical order payments. You will need to deactivate the method if it is no longer needed and create a new method.

The following details can be edited:

  • Name
    Editing the name will cause all historical order payments to go by the new name.
  • Code
    It is not possible to edit the code. This is used to link downloaded payments and may break integrations using it if it is changed.
  • Active
    Use this to activate/deactivate the payment method. Only active payment methods are available for processing payments.
  • Link to payment gateway
    This can be changed to switch the payment method between a manual payment entry and payment gateway option.
  • Bank accounts
    Edit the bank account to change where accounting is posted. This will only affect payments entered after the changes are saved.

If a different code is desired then the payment method will need to be deleted and re-added. If the method has already been used then it can be inactivated and a new method created.

Deleting / inactivating payment methods

Once a payment method has been used (order payments exist) it can not be deleted, only inactivated. An inactive payment method will not be displayed as an option when entered payments against orders. All historical order payments will continue to be reported with the inactive payment method name.

Note that is a payment is sent via the API using an inactive payment method code, it will still be used.

Payment gateways

A payment gateway app allows payments to be processed via a payment provider directly within Brightpearl. Once the payment gateway has been installed and configured it must be linked to a payment method in Brightpearl.

The payment method indicates which bank account should be used for the accounting and also activates the payment processing portal. When taking payment on a sales order, selecting a payment method which is linked to a payment gateway will trigger the payment processing gateway to be displayed so that the payment can be processed.

Once the payment has been processed via the gateway the order payment status will be automatically updated. The order payment will be listed on at Sales > Order payments.

Note that payment gateways are not active for purchase orders.

 

Have more questions? Submit a request