Manual PayPal Imports

Your PayPal account is essentially a bank account and it is therefore advisable to add a new bank account in the Chart of Accounts to manage your PayPal transactions.

Download a PayPal file

Download/Export a file from PayPal in the CSV format. You don't need to modify the file before importing but its worth noting that only the following fields are imported:

  • Date: Mandatory field
  • Name: Mandatory field
  • Type: Optional
  • Gross: Mandatory field
  • Fee: Mandatory field
  • From Email Address: Optional
  • To Email Address: Optional
  • Transaction ID: Mandatory field
  • Item Title: Optional

Import the downloaded file

Navigate to the Banking tab and then the Bank Import tab. Click the New Import button.

  • File to import: Click on the Browse button and select the PayPal file that you previously downloaded and saved on your computer (must be in CSV format).
  • PayPal Import: This option must be selected to successfully import PayPal files.

Please note that the maximum lines per import file is 250.

Once you have made your selections, click the Import button to read the transactions in the selected file. You will be notified with a confirmation message if the file is successfully imported.

 

You must specify the following:

  • Bank account: specify the bank account that you would like to import the data into
  • First row contains headings: use this option to prevent a row containing headings from being imported.
  • Date format: this will be automatically determined if possible and must match the date format in the file.

 

You will notice that there are more transaction items imported than existed in the original PayPal file downloaded. This is because fees charged by PayPal are split into separate transaction lines in the imported statement. This enables the full amount paid by the customer to be allocated to their invoice as well as a separate transaction being created to reflect the fee value.

Assign each of the fields in the PayPal file to an appropriate system field by selecting the available system fields in the column combo boxes provided.

  • Don't Import: use this option to ignore the values in a particular field.
  • Transaction Date: must be assigned.
  • Amount: must be assigned.
  • Payee: represents the payee or payer and is the key field for creating an Import Rule. For PayPal files, the default assignment is to the Name field.
  • Transaction Memo: the values in this field will appear in the Memo field in the saved bank transaction.
  • Reference: the values in this field will appear in the Reference field in the saved bank transaction.
  • Item Description: the values in this field will appear in the line item Description field in the saved bank transaction.
  • First row contains headings: use this option to prevent a row containing headings from being imported.
  • Date format: this will be automatically determined if possible and must match the date format in the file. 

Click the Complete Import button to create the bank statement. You will be transferred to the Imported Bank Satement detail screen from where you can process the individual transactions in the bank statement.

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