|
Screenshot BS412S03-1
To display this
screen:
In screen BS412S01, select a downloaded Paypal file for processing, then click the Paypal button.
In this section
About Paypal accounts
Your Paypal account can be
treated exactly the same as any other Bank account in Bank Genie.
A Paypal account has numerous transaction types - e.g. Add funds, Make purchases, Selling
items on Ebay or by Paypal though an online shopping cart (business use) , Refunds, Withdraw funds and MUCH more. Some of these transactions have
Fees.
Reconciliation can be rather challenging.
Fortunately, Paypal allows statements to be downloaded just like any normal Bank.
Bank Genie has an
import procedure to deal with the downloaded file.
Accounts needed in Bank Genie for Paypal imports
Two accounts will be needed for importing data from Paypal downloads.
- An account to receive the Paypal transactions
This should be an Account dedicated exclusively to your Paypal account.
Treat it like any other Bank
Account, keeping an eye on the running balance and the closing balance. When administered correctly through the Paypal download precedures described here it
will correspond exactly to your online Paypal account.
That is the primary objective!
- An account for Transfers of a) funds added and b) Withdrawals
This can be any account used for your personal or business use.
Use the program Setup>My Bank Accounts - BS403 to create these accounts if not already existing.
Downloading a transaction file (or Statement) from Paypal
Bank Genie has been programmed to deal with two of the download options available in Paypal.
You must download in this format for the import procedure to
work.
Refer to this screenshot to learn how to find the page with the Download options:-
Screenshot Paypal-1
Refer
to this screenshot to choose the Option to select for downloading your Paypal statement.
Screenshot Paypal-2
Bank
Genie has been programmed to process the two options shown in that screenshot.
Processing the data from a downloaded Paypal statement
- Start the program Transactions>Import from On-line downloads-BS421
Referring to this Screenshot BS412S01-6
- Select an account to receive the Paypal transactions.
- Click the Get downloaded file button.
Find and select the file you downloaded from Paypal
- Click the Paypal button
Screen BS412S03 will appear.
Screenshot BS412S03-1
This is a staging screen. The transactions found in the downloaded file are listed but
have not been imported at this stage.
- You will then click the Process
button to import these transactions to your Bank Genie Paypal account.
Before Processing:
- There are some “nicnacs” to explain.
Bank Genie provides special tools to allow you to assign categories to your transactions. Please read on.
Assigning Categories to your transactions prior to Processing
Assigning Categories to groups of transactions will greatly reduce and perhaps eliminate the editing you need to do when the transactions are imported to
the Bank Genie Bank Account you have created to receive your downloaded Paypal transactions.
Referring to Screenshot BS412S03-3
Note
the TrTyp
column in the list of transactions. A single character is used.
Each character relates to a Transaction type in a Paypal account.
This table explains the meaning of each character
|
TrTyp character
|
Paypal Transaction type
|
|
A
|
Funds Added from a Bank Account
|
|
B
|
PayPal Express Checkout Payment Sent
-and-
Mobile Express Checkout Payment Sent
|
|
C
|
Payment Received
|
|
F
|
Fee
|
|
J
|
Payment Sent
|
|
L
|
Cancelled Transfer
|
|
N
|
Pending Balance Payment
|
|
P
|
Pre-approved Payment Sent
|
|
R
|
Refund
|
|
S
|
PayPal Express Checkout Payment Received
-and-
Mobile Express Checkout Payment
Received
|
|
W
|
Withdraw Funds to a Bank Account
|
|
v
|
VAT on a Purchase
|
|
V
|
VAT on a sale
|
|
v
|
VAT on a purchase
|
|
r
|
VAT on a refund
|
|
Z
|
Unrecognised Transaction type
|
|
Referring to Screenshot
BS412S03-2
Click the down arrow on the Tr Types popup.
The inset on the screenshot show the options (as explained in the table above).
You MAY NOT NECESSARILY see ALL the options shown in the screenshot.
Bank Genie restricts the list to those which are actually in YOUR downloaded file.
Select one of the transaction types in your list.
Bank Genie filters your transactions and shows a list of transactions of that Transaction Type.
Referring to Screenshot BS412S03-4
Select a category for these transactions.
Click the Apply button.
The new category will be applied to all transactions of that type
It is optional of course, but we recommend you do this for each of the transaction types which appear in your downloaded Paypal file.
Special Transaction Types
a) Withdraw funds to a Bank (abbreviated to Transaction type W)
These transaction types are different in that they involve another account.
They are Transfers.
Bank Genie therefore assigns the category TRANSFER to all transaction type W records imported from your downloaded file.
Bank Genie will not allow you to apply any other category to type W transactions.
Referring to screenshot BS412S03-6
When you use the popup to select Transaction Type W a Bank Name Popup appears.
Select the Bank Account which received the funds which were withdrawn.
Click the Apply button.
b) Funds added from a Bank Account (abbreviated to Transaction type A)
Transactions of type A are also Transfers.
Bank Genie therefore assigns the category TRANSFER to all transaction type A records imported from your downloaded file.
Bank Genie will not allow you to apply any other category to type A transactions.
Select the Bank Account which was used to add the funds to your Paypal account.
This is probably the same bank account as that in Transaction type W above
Click the Apply button.
The Yes and No prefixes to each transaction
Lines beginning with Yes will process.
Make sure the correct data appears in the appropriate columns.
Do not proceed if the date, amount etc fields appear to be incorrect.
ALSO: Make sure that you have selected the correct Bank to Import your transactions into (this is shown at the top of the screen)
You now have the opportunity to review the transactions and manipulate the transactions to be imported.
Right click in the list for special Multi-select Options.
Use the Exclude or Include buttons as explained below
The Show Dets button
Screenshot BS412S03-10-ShowDets shows the extra information that Bank Genie downloads from Paypal.
In screen BS412S03 (when importing) click on a transaction then click the Show Dets
button to view this data.
This data is added to the memo field in every transaction added to Bank Genie.
Use the program Manage Transactions and edit the transaction to view this data after import.
As you can see, there are some more fields with information which may be processed at a later date (e.g. P&P)
Using the Exclude and Include buttons
Note that you have options to Exclude
any selected transactions from the import, as shown in the screenshot above.
This feature may be useful if you have already manually entered transactions which appear in the data to be imported.
Right click in the list for special Multi-select Options.
Processing options for Importing Paypal transactions
These options relate to the cases where a transaction has a number of money elements.
e.g. if you sell online, a Paypal transaction will have a number of parts:-
- item cost
- a fee charged by Paypal
- a VAT amount (if applicable)
These parts are broken out by Bank Genie and a number of options are offered to deal with the parts as follows
- Processing Option 1
See Screenshot BS412S03-7
When you click the Process button, a Bank Genie transaction is added for each Part
of a Paypal transaction
Screenshot BS421S01-Paypal-7a shows how they look in Bank Genie after import
- Processing Option 1 but with Generate Lodgements
See Screenshot BS412S03-9
Again, when you click the Process button, a Bank Genie transaction is added for each
Part of a Paypal transaction as above, but the parts are GROUPED.
The Lodgement feature is used to do the grouping.
Screenshot BS421S01-Paypal-9a shows how they look in the program Manage Transactions -
BS421 after processing.
The Lodgement Feature in very flexible.
e.g. you can hide the lodgement numbers (same result as Processing Option 1 above)
You can isolate a single Lodgement (in this case a Paypal Transaction).
Read more about the Lodgement feature
- Processing Option 2
A Bank Genie transaction for each Paypal transaction
See Screenshot BS412S03-8
When you click the Process button, ONE Bank Genie transaction is created for each Paypal Transaction.
Screenshot BS412S01-Paypal-8a shows how they look in Bank Genie after import
In this case, the parts of the Paypal transaction are added as ELEMENTS inside the respective Bank Genie transaction.
Screenshot BS421S01-Paypal-8b elements to the respective Bank Genie transactions.
Bank Genie 4 does not allow negative value elements within a transaction.
Thus, this processing method is only available in Bank Genie Pro.
Which Processing option should I use?
Experiment in a temporary database as follows:-
Make two new Bank accounts in your live database (one for Paypal transactions, one for Transfers of funds).
- Use the Backup program BS481 or BS491 to make a backup of your live data.
- Use the program File (tab)>Open another Database to open and use the backup.
- Use BS412, Try Option 1 above and Process into the two new bank Accounts..
- Now use the program Manage Transactions-BS421 to look at how the data has been imported.
- Look at your Paypal data in the Transaction Analyser Program (BS408).
Repeat steps 1 to 5 for each of the processing options and decide which you like best
The technique above was used (countless times!!) for testing the Paypal import processes at all stages of development.
Summary of screenshots for screen BS412S03
Screenshot BS412S03-1
Screenshot BS412S03-2
Screenshot BS412S03-3
Screenshot BS412S03-4
Screenshot BS412S03-6
Screenshot BS412S03-7
Screenshot BS412S03-8
Screenshot BS412S03-9
and related screenshots (showing imported data)
Screenshot BS421S01-Paypal-7a
Screenshot BS421S01-Paypal-8a
Screenshot BS421S01-Paypal-9a
Screens for program BS412
|
