Lesson 5: Import Payments from Paypal (eBay)

Brightpearl can also integrate with PayPal, this means that when a customer buys one of your items on eBay and pays via PayPal you are not only going to see the order in Brightpearl, but you will be able to download the payment.

In this guide you will learn:

1. What the PayPal Integration does
2. How to set up PayPal Integration
3. How to synchronise eBay PayPal payments
4. When you should sync your eBay orders with PayPal

Watch this video, or follow the steps below to learn how to set up Brightpearl with your PayPal account:

1. What the PayPal integration does

The PayPal integration isn't purely to do with eBay. You can use it even if you aren't using eBay, and may use it for payments not related to eBay orders. Even when you're not using eBay, the PayPal Integration can:

• Download transactions The general PayPal integration with Brightpearl allows you to automatically download details of all the transactions that have been made in and out of your PayPal account. It will download all transactions made in the last 30 days. Once they are downloaded you can see them in your PayPal Log (Reports > Sales, More... > PayPal Log).
• Create accounting Every transaction that is downloaded from PayPal will be listed in your PayPal Log where you can select which you'd like to create accounting for. You can create receipts for money received and bank payments where money was paid out.
• Match to orders/customers Once the accounting is created you can manually allocate it against orders and update the customer record name and account balance.

When you are using eBay

Using the eBay to PayPal Sync, all you need to do is click to sync and the rest happens automatically!

• The accounting is created
• The order is marked as paid
• The customer's account balance is updated
• It will also update the customer's name; eBay won't supply the customer's real name until payment is made.

Your PayPal Log will list the downloaded transactions with the related order ID. Click on the order ID to drill down to the order or click on the transaction amount to view the accounting journal.

The payment received will be visible on the customer's financial history and, until the order is invoiced, on the payment allocation screen as a credit on their account. Invoicing the order will also update the customer account, automatically matching to the payment and leaving the account balance as zero. If the order was invoiced already the match is made immediately and the account balance becomes zero.

Note: If you download PayPal payments from the PayPal Log it will NOT match up your eBay orders with payments and no accounting will be created. You will need to re-sync from the sales listing.

2. How to set up PayPal integration

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.

3. How to synchronise eBay PayPal payments

1. Go to Sales > Recent Sales/Quotes, or select your eBay status to view only eBay orders.
2. Click the Sync eBay PayPal payments button.
3. Ensure the checkbox is ticked to create bank payments for the fee amount.
4. Click the Sync eBay PayPal payments button.

A green message box will display details of how many sales receipts and bank payments have been created in Brightpearl from your PayPal transactions. Your eBay sales orders will now be marked as paid and the customer record updated with the customer's name.

Note: In order to make your accounting balance you must invoice the sales order.

Dealing with a single payment for multiple orders

When a customer buys mulitple items using the eBay shopping basket each item will download into your Brightpearl account as a separate order. Currently there is no way of merging these orders into one, they will need to be managed as separate orders. You will notice any oders which are for the same person because the payment will not automatically be allocated, you will need to do it manually:

1. First of all find the PayPal transaction ID, you will be provided with these details when you try to synchronise the PayPal payments, otherwise you can find them from the PayPal log. Make a note/copy of the ID as you will need to enter it on the order.
2. Now look up and open one of the orders the payment is for.
3. At the bottom of the order click the Allocate PayPal Payment button and enter/paste the PayPal Transaction ID. The total amount required for that order will be allocated.
4. To allocate the rest of the payment to the other orders they will need to be invoiced. Once that is done search for the customer.
5. Open the customer record then click the Allocate Payment link (financials box on the right). You will see the rest of the payment outstanding as well as the invoices for the orders.
6. Enter the amount to pay against each invoice and the payment. Select a bank account and then click the Allocate button.

The payment and the orders will no longer be outstanding on the customer's account.

4. When you should sync your eBay orders with PayPal

You should synchronise your eBay PayPal payments regularly throughout the day. You will want to make sure you have received payment for an order before you ship it out.