Marking purchases as paid

When a payment has been issued to a vendor, it must be recorded in Brightpearl. It's an important step that must be done in order to complete an order.

Marking purchase orders as paid does two things:

  • Creates an order payment, which populates the paid amount on the order
  • Creates an accounting entry, which records money leaving a bank account and reduces the debt owed to the vendor

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.

Marking an order as paid

Order payments can be manually recorded in the Brightpearl back office for payments issued outside of Brightpearl.

To enter manual order payments, payment methods must be set up. Learn more about payment methods here.

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How to mark an order as paid

  1. Scroll to the bottom of the purchase order or credit.
  2. Click the Allocate payment button.
  3. From the fly-up menu, select the payment method to process the payment or refund by.
  4. Enter the details of the payment or refund.
  5. Click the  Submit  button to finish.

The order paid amount and payment status is automatically updated.

You will see the order payment recorded on the order payment report, along with the relevant accounting journals that have been created in the bank account assigned to the payment method.

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 vendor 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 and the others not paid. You will need to invoice all the orders and distribute the payment across the orders later.
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