One of the key things that must be done to complete an order is to mark it as paid.
Marking an order as paid does two things:
- Creates an order payment, which populates the paid amount on the order
- Creates an accounting entry, which records money going in to a bank account and reduces the debt owed by the customer
Note: Order payments are only created when payments are associated with an order! It sounds obvious, but as payments can be on account or associated with quick invoices and credits it’s important to remember.
Manually marking an order as paid
Order payments can be manually created in the Brightpearl back office for:
- Payments captured outside of Brightpearl
- Payments captured directly in Brightpearl by using an integrated payment gateway
How to take payment for an order
- Scroll to the bottom of the order.
- Click the Take Payment button, or Refund on a sales credit.
- From the fly-up menu, select the payment method to process the payment or refund by.
- In the resulting modal window, enter the details of the payment, or process the payment via the payment gateway app.
- Click the Submit button to finish.
The order paid amount and status is automatically updated.
Payments for downloaded orders
Orders downloaded from eCommerce stores and online marketplaces can also be marked as paid automatically.
The details will differ from channel to channel, but in general either a single payment method is used for an entire channel, or multiple payment methods are mapped to relevant payment methods on the channel's side.
Then when a paid order downloads, the order payment will be posted along with the order details.
Please see the individual channel's help section for more information.
Paying multiple orders with a single payment
Allocating a payment across multiple orders is most easily handled by invoicing the orders and allocating the payment via the customer financials on the payment allocation screen. This will automatically mark all the orders as paid and create a single accounting entry for the payment amount so that it appears as a single amount on the bank reconciliation.
To allocate a single payment across multiple orders, without invoicing, you can:
- Allocate each payment separately
This means opening each order and marking each one as paid. This will ensure all the orders are marked as paid but will result in multiple entries to the bank account in accounting, making the bank reconciliation process more difficult.
- Allocate the whole payment to a single order
This means that the payment is recorded and accounted for as a single amount.
This one order will appear overpaid while the others appear unpaid. You will need to invoice all the orders and distribute the payment across the orders later.
If a payment is recorded against an order for more than the total order value it will look overpaid. When the order is invoiced, the overpaid amount will be separated from the order and added to the customer account as an on account balance. It can then be used as payment against any invoice at a later date.