Import from PayPal
PayPal Importer – Step 1 – Setting Up PayPal
Last Updated: Wednesday, 28th August 2019
This guidance explains how to enable the required third party permissions required for using the IRIS KashFlow PayPal importer. Please note that granting these permissions doesn’t give IRIS KashFlow access to make transfers or do anything other than view activity on the account.
Enabling Third Party Permissions
First, login to PayPal by clicking here. When logged in, go to My Account Tab > Profile and Settings > Selling Tools > Seller Preferences > “Update” next to API Access.
The next page will be the API Access section. Click the Grant API Permission link. Now to add the permissions, first type in paypal_api1.kashflow.com into the text box and click “Lookup”.
It should find “KashFlow Software LTD” and list the available permissions you want to grant underneath. The two options you want are “Obtain information about a single transaction” and “Search your transactions for items that match specific criteria and display the results.”
Once you have done this click the “Add” button.
You’ve now granted permissions. You should be taken to a screen that looks like the one below.
Next to Step 2 →
PayPal Importer – Step 2 – Setting Up IRIS KashFlow
Last Updated: Wednesday, 23rd October 2019
This guidance advises on how to set up IRIS KashFlow and the PayPal importer. Please note that for this to be successful you must have enabled third party permissions as described in Step 1 of this process.
Linking PayPal & IRIS KashFlow
To start, go to Apps> PayPal. In the PayPal E-Mail Address field enter in your registered PayPal e-mail address and click Get Started.
You will then be sent an e-mail to that address requesting permission for IRIS KashFlow to integrate. To grant your permission click the Click here to authorise this request link at the bottom of the page. You will then be directed to a IRIS KashFlow page for your to give your final confirmation to grant the authorisation, click Authorise to continue.
Initial IRIS KashFlow Setup
When you’ve fully authorised IRIS KashFlow and Paypal you’ll be presented with your basic PayPal Settings. If you’ve not previously used IRIS KashFlow before then we strongly advise that you leave all these settings as Create One For Me.
PayPal Bank Account – this is an account in IRIS KashFlow that will mirror you PayPal bank account. If you’ve not created a dedicated PayPal bank account in IRIS KashFlow already then leave this as Create One For Me.
Sales Via PayPal – this is the sales type that will be recorded against PayPal sales. Sales Types are used for reporting, if your unsure or haven’t set a dedicated one up for PayPal leave this as Create One For Me.
Purchases Via PayPal – this is the outgoing type that will be recorded against PayPal purchases. Outgoing Types are used on your reports. Like before if you’re unsure or haven’t set one up leave this as Create One For Me.
PayPal Charges – this is the bank transaction type for all PayPal charges and fees for transactions. All PayPal fees and charges are taken care of automatically in IRIS KashFlow, these will be discussed in the next step. It’s very important that PayPal charges have their own nominal code, if you’ve not set one up leave this as Create One For Me.
When ready, click Next. You’ll then be taken to the advanced IRIS KashFlowset up which is discussed below.
Advanced IRIS KashFlowSetup
The next screen will present you with some advanced options for using the PayPal Importer. You should review all of these settings using this guidance.
General Settings
PayPal Email Address – this is your PayPal e-mail address, this should only be changed if you change your registered PayPal e-mail address.
Start Date – this is the date that you would like to import from. For example, to import all your PayPal transactions from January 1st 2011 enter, “01/01/2011”. This needs to be in DD/MM/YYYY format.
PayPal Bank Account – this is the bank account in IRIS KashFlow that should mirror your real PayPal bank account. If setup by IRIS KashFlowit will be titled “PayPal (youremail@address.com)
Transfers Account – This is the bank account where you receive all your PayPal withdrawals. This is normally your business account.
Accounts & Codes – These are the nominal codes used to record your paypal sales, purchases and charges and fees. If created by IRIS KashFlowthese will be titled PayPal Sales, PayPal Purchases & PayPal Charges.
Transaction ID – Ticking this will include the PayPal transaction ID when importing. We strongly advise that you tick this.
Disabled – Ticking this will prevent anything from getting imported.
Invoices & Customers
Customers – Choose if to create individual customers for your PayPal transactions using their PayPal details, or to just use a single general PayPal customer.
Customer VAT Settings – Ticking this box will mark a customer as EC or non-EC based on their registered country in their PayPal Profile. For example, if a customer is based in Germany they will be marked as based in another EC member state, similarly, if a customer is based in Canada they will be marked as non-EC.
Use PayPal Rates – If VAT is charged to the customer at the time of the sale and is visible on the PayPal receipt (i.e. the customer when checking out sees £100 net + £20 VAT/Sales Tax) then ticking this will use this figure. If unticked, the VAT rate below will be used.
VAT Rate – If you’ve got the Use PayPal Rates box above unticked, then you can apply a flat rate of VAT to all your transactions. For example, if you selected 20% here and you imported a transaction for £120, then IRIS KashFlow will automatically split this into £100 net and £20 VAT. If you’ve got the box for use PayPal rates ticked then this option is ignored.
EC Sales – Tick this box to apply VAT to sales for customers based inside the EC. For example, if ticked and a sale is made to a customer in Germany then VAT will be applied.
Non-EC Sales – Tick this box to apply VAT to customers based outside the EC. For example, if ticked and the sale is made to a customer based in China then VAT will be applied.
Purchases & Suppliers
Suppliers – Choose if to create individual suppliers based on the details that are entered when purchasing from PayPal or to attach all purchases to a single supplier.
Payment Method – Choose what payment method to use on purchases paid via Paypal.
VAT Rate – Choose what VAT rate to apply to all PayPal Receipts. This will only apply if the Use PayPal Rates box is not ticked below.
Other Currency Purchases – Ticking this will apply VAT to all purchases made in other currencies other than your home currency.
Use PayPal Rates – If VAT is charged to you at the time of the purchase and is visible on the PayPal receipt (i.e. when checking out you see £100 net + £20 VAT/Sales Tax) then ticking this will use this figure. If unticked, the VAT rate defined above will be used.
Transaction Types / Status Settings
These settings configure what is and isn’t imported into PayPal. We strongly advise that you leave the default selecting in place as these are set to only import the correct transactions. For reference, the default layout is included below.
When ready, click Update. You’re now ready to import all your transactions.
Preparing to Import
The next screen you are taken to is the initial import screen. Click the Import button to begin to bring all your transactions into IRIS KashFlow. This can take some time if you’ve got a lot of transactions to bring in, if it takes longer than an hour or you get an error status please see our PayPal Importing Troubleshooting guidance.
PayPal Importer – Step 3 – Using The Importer
Last Updated: Wednesday, 28th August 2019
This guidance explains how to use the IRIS KashFlow PayPal importer, in this section we will walk you through how to access the importer, view and select transactions in the staging area and import them into your IRIS KashFlow account. Please note that the importer will need to be fully set up, this is explained in Step 1 & Step 2 of this process.
Access The Importer
The PayPal importer can be accessed from the Dashboard page and is visible in the lower half of the page. From here you can import new transactions and proceed to the PayPal Import Staging Area.
PayPal Importer Staging Area
Using this section, under the Transactions label you will see a number – this is the amount of transactions that are ready to be brought into IRIS KashFlow. To view these transactions and continue the import process, click the number.
Staging Area
You will then be taken to the Staging Area, this is where you can review the transactions ready to be imported into your PayPal account. From this screen use Sales, Purchases & Transfers Tabs to decide which transactions to view, then use the tick boxes down the right hand side to select which transactions you would like to bring into IRIS KashFlow – you can select all transactions on the page using the tick box at the top.
Using the Select an Action drop down, decide what to do with these transactions.
Create Invoices/Purchases/Record Bank Transfers – this will bring these transactions into your IRIS KashFlowaccount and create new invoices, purchases or bank transactions with the details that have been imported and apply the payment. This is the primary action that you will likely be using 100% of the time.
Assign payments to existing invoices – you can select a PayPal Sale Payment to be assigned to an existing invoice in IRIS KashFlowwith this option. You should only do this one at a time.
Delete Transactions – this will permanently delete the imported transaction and should be used with caution. Once the transaction has been deleted it will not ever appear again in your PayPal imports. If you accidentally delete a transaction please contact IRIS KashFlowsupport for further help.
When you’ve selected your action, click the Go button. Your transactions will now have been brought into IRIS KashFlow as invoices, purchase receipts or bank transfers.
Imported Transactions
Once your transactions have been imported they will be visible in IRIS KashFlow just like every other invoice, purchase receipt or bank transfer. An example invoice is shown below;
Charges & Fees
Your PayPal charges and fees are automatically taken account of when importing. You can see these by going to Bank > View/Add Transactions next to the PayPal bank account. Charges are listed as money out transactions with a transaction type of PayPal Charges, meaning all your accounts are correctly accounted for. You also see the transaction reference next as a comment, this is the PayPal reference that you can use to identify what transaction the charge relates to.
