Updated on March 21, 2012 to include additional guidance on sales tax.
Updated on April 1, 2012 to adjust mapping to properly reflect calculation of the Gross Fees.
We find that many businesses use PayPal to process their credit card payments and want an easy way to import these transactions into QuickBooks. This blog post will provide step by step instructions on how to quickly and easily import these PayPal transactions into QuickBooks.
Step 1: Download the proper file from PayPal
PayPal provides many reports but not all of them provide you with completed transactions. You will need to login to PayPal and change the settings for your download file:
- Click History/Download History
- Click Customize Download Fields and select the fields below and select Save.
Step 2: Edit the field length for RefNumber for Sales Receipt (only need to do this one time)
As the PayPal transaction id field is 20 characters but the sales receipt number in QuickBooks only allows for 11 characters you will need to edit the fields.tpi file within Transaction Pro Importer to increase the length of Sales Receipt,RefNumber to 20. You can find detailed instructions on how to do this in the Transaction Pro Importer help file under: Program Options/Modifying Field Lengths.
Step 3: Select your import file and select options
Then you will open up your QuickBooks company file that you want to import these transactions into and then start the Transaction Pro Importer. You will use the browse button to navigate to where you saved the import file, select an import type of Sales Receipt and then select the options button.
You will need to select the options below and select the Save Button. You will be returned to the first screen of Transaction Pro Importer where you will select the next button. Please note that all of these options are saved for your next import so that you only have to make these selections for the initial import. You can read more about the e-Commerce features here.
Step 4: Review your data in the File Contents Screen and select the Next button to navigate to the Transaction Pro Importer mapping screen
Just take a quick moment to review your import file to make sure you selected the correct file to import and select the Next button to navigate to the Transaction Pro Importer mapping screen.
Step 5: Create your map for your PayPal import (only need to do this step one time)
The first time you do a PayPal import you will need to complete the mapping screen below. Next to each of the QuickBooks fields on the left hand side you can either select an import file column to map to or type in a static value. Please note that the screen shots below are a suggested mapping. You may need to modify the mapping to match your QuickBooks company file. You can also review our mapping screen tutorial here. When you are through mapping the import file select the next button to advance to the next screen.
For those who have sales tax in your import file please also review this article.
You can download a zip file that contains the map file using this link:
Be sure to extract the map file from the zip file and save it to your computer. When you get to the Transaction Pro Importer mapping screen you will select the load map button and navigate to where you saved this map file.
This next screen represents how your data will be mapped to the QuickBooks fields. Review carefully and select the next button.
Step 7: Make selections for your e-Commerce fields and new items (needs to be completed the first time only)
On the last two screens you need to tell the Transaction Pro Importer which accounts and items that you want to use on the shipping and sales tax items and select the Next button.
On the last screen of Transaction Pro Importer you indicate how you would like any new items to be set up in your QuickBooks file. Once you have made your selections select the finish button to start the import.
If you do not already have Transaction Pro Importer for QuickBooks you can request a free demo here. If you have any questions please feel free to post them in the comments section below.