There are multiple ways payments received from customers can be recorded in Brightpearl:
- Automatically downloaded from an eCommerce channel, or an online marketplace
- Individually against a single sales order
- As an on-account payment
- Created and allocated against multiple invoices or credits
- Using the bank matching process
- Over the API
When a customer payment is entered into the accounting module it will:
- Create the necessary accounting entries
- Update the customer account balance
- Mark selected invoices/credits as cleared
- Where invoices relate to orders, those orders will also be marked as paid
When associated with a sale, an entity called an order payment is created. The order payment marks the sale as paid, and an accounting entry is made. Learn more about order payments here.
In terms of the accounting entry, the following is always true:
- Monetary transactions (payments and refunds) related to customers are always recorded on "SR" (Sales Receipt)-type journals.
- An SR journal will always have at least one row posting to 1100 Accounts Receivable (Debtors Control) - whether it's a debit or a credit will depend on whether the transaction is a payment or a refund.
- An SR journal must always have an invoice reference
- An SR journal will never have any taxable rows
An SR journal contains the following:
|Order ID||The order ID of the associated order (if any).|
The invoice reference of the associated invoice.
An SR journal must always have an invoice reference. It's a crucial field because it's what's used to allocate the payment.
If the journal relates to a payment on account, the invoice reference will take the form of 'Accnt-[journal ID]'.
SR journals associated with uninvoiced entries are treated as payments on account. When the order is invoiced, the invoice number field will update with the order's invoice reference.
Overpayments (payments on account which were created after an invoice was overpaid) will always have an invoice reference of 'ovr_[Invoice reference]'.
The account (nominal) codes the journal posts to.
At least one row must post to the 1100 Accounts Receivable (Debtors Control) account.
|Base debit||The debit value of the row in base currency.|
|Base credit||The credit value of the row in base currency.|
|Debit||The debit value of the row in the journal's currency.|
|Credit||The credit value of the row in the journal's currency.|
|Project||Journal assignments. For SR entries, these will always be blank, unless the journal is being used to write a balance off.|
|Tax code||The tax code associated with each row. For SR entries, these will always be non-taxable (either T9 or -).|
Payments on account and overpayments
Occasionally customers may prepay for items or end up paying more than what they owe (if, for example, they pay for an order but the order is canceled or an item is removed).
If that happens, the payment is considered "on account". It is available to be used against future orders (or to be refunded).
It will appear on a customer's financial history and on their payment allocation screen, as well as be included in their account balance.
A payment on account will always have an invoice reference starting "Accnt-", followed by the journal ID.
An overpayment will always have an invoice reference starting "ovr_", followed by the invoice that was overpaid.