PayPal Payment Integration

Integrating Brightpearl with PayPal allows you to download transactions from your PayPal account and create the accounting in Brightpearl. You can then go on to match the payments and receipts to the relevant orders to mark them as paid.

• PayPal Payment Method  Create a payment method to allow customers to pay you using PayPal via your web portal
• PayPal and eBay  How to link your account in order to download transactions into Brightpearl, automatically create accounting and match with orders
• PayPal and Magento  The PayPal payment method is setup in Magento and downloads into one payment bucket with all payment types

Setting Up

1. You will need a PayPal Business Account.
2. Request API details from PayPal using the instructions here: Obtaining API Credentials
   Note: While obtaining your API Credentials you are offered the choice between a certificate or a signature - please choose the signature option.
3. Open your Brightpearl account, and go to Setup > Integrations > PayPal API.
4. Enter your seller ID, email address for notifications and the bank account to allocate amounts.
5. Select the PayPal fee account and specify whether fees are automatically transferred.
6. Enter your API details.
7. Click the Save settings button.

Retrieving Information

Once you have set up Brightpearl, refresh the page to see the new menu items.

1. Go to Accounting > List bank accounts.
2. Locate your PayPal bank account and click the View PayPal log link, in the Manage section.
3. Click Synchronise now.

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 from the last 3 months. For subsequent synchronisation, Brightpearl will check all transactions for the past 4 weeks.

If you receiving Magento, eBay or payments from the web portal into the same PayPal account you will also see all these transactions downloaded. However, you will not need to create any accounting for these as they are handled through other methods.

Current bank balance

Go to the bank accounts screen, and you'll see your current account balance retrieved from PayPal next to the bank account you've set for PayPal.

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 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 Accounting 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 (at point of invoicing).

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:

1. Synchronise your account.
2. View the PayPal log. 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 part complete.
3. Tick the checkbox by the fee, and click Bank selected at the top of the screen.
4. A journal (bank payment) will be created from your PayPal account to reflect the fee.

For other transactions, i.e. 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.