Brightpearl can connect directly to your PayPal account to retrieve all the information needed to keep your accounts up to date.
Setting up
- You will need a PayPal Business or Premier Account
- Request API details from PayPal using the instructions here: Obtaining API Credentials
- Open your Brightpearl account, and in the Setup -> Payment options screen, enter your API details. Ensure that your PayPal bank account is set, as well as you PayPal email address.
Retrieving information
Once you have set up your Brightpearl system, refresh the page to see the new menu items.
- Visit the Accounts -> PayPal transaction log screen
- Click "Synchronise"
Any new transactions will be added to the account, and if the status of an existing transaction has changed, it will be updated.
For the first synchronisation, Brightpearl will collect all transactions since the start of your current financial year. For subsequent synchronisations, Brightpearl will check all transactions for the past 4 weeks.
The PayPal log screen
This screen shows all the PayPal transactions that affect your balance. Transactions that are not shown include uncleared eChecks, "on hold transactions", and uncleared payments.
The screen will instantly show payment from a customer, using PayPal IPN, where:
- The customer has paid for a shopping cart on your ecommerce website
- The customer has paid for an invoice using your web portal
- The customer has paid an amount on account using your web portal
- You have received other funds into your PayPal account (not via Brightpearl)
- You have issued a refund using your PayPal control panel
When you synchronise, Brightpearl will collect all other transactions that have not already been created as above.
You can search the list using a number of parameters at the top of the screen.
Creating accounts entries
Brightpearl will automatically create accounting entries (journals) for the following transactions:
- The customer has paid for an invoice using your web portal
- The customer has paid an amount on account using your web portal
If an order has been placed, then Brightpearl will not enter the journal until the order is posted to accounts.
For the two above situations, the entry created in Brightpearl is the total payment value, so you will need to enter a journal for the fee from the PayPal screen as below:
- Synchronise your account
- View the listing - you will see for these transactions there is a journal for the total (gross) amount but not for the fee, and a blue icon will show in the "Banked" column, indicating that the process is prt complete.
- Tick the box by the fee, and click "Bank selected" at the top of the screen
- A journal (bank payment) will be created from your PayPal account to reflect the fee.
For other transactions, ie where the synchronisation has picked up a transaction that has not already been part banked, you will need to tick the box by the "net" amount and click "Bank selected" as above. Brightpearl will create a pair of transactions, one for the total amount, and one for the fee.
Ensure that you select the correct code and tax class for the transactions, and if you have a mixed set of transactions then bank them in batches per code or tax class.
