Updated December 2016 1 Steps to Importing PayPal Payments Download history from PayPal Review and update CSV file Import CSV file into QuickBase Check the new imports 2 Download history from PayPal ID: 595657
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PayPal Payment Importing
Updated December 2016
1Slide2
Steps to Importing PayPal Payments
Download history from PayPal
Review and update CSV file
Import CSV file into
QuickBaseCheck the new imports
2Slide3
Download history from PayPal
Sign on to your
Paypal
account
From the Summary page, click Activity (at top of page)
Click Download on the right-hand side at the top of the page
3
3Slide4
Download history from PayPal
Set Download Criteria
Under Transaction Type, select “Completed Payments”
Select the start and end dates you want dues payments
Hint: look at the name of the last dues payment imported in QuickBase and download all payments from that person forward
If you’re not sure
what
dates to
download, don’t
worry! You can always edit payments after you download them to a CSV fileUnder Format, select “CSV”Click “Create Report”
4Slide5
Download history from PayPal
The new report will appear in the Activity Reports section below. Click “Download.”
Open the file, and save it somewhere you will find it
Consider a name like “080816-090916 download” with the date range
5Slide6
Review CSV File
Before importing into
QuickBase
, make sure the data is OK
As of 2016, PayPal shows additional detail for each transactionThis means each dues payment may have multiple rows of dataExtra rows need to be deleted prior to importing into QuickBaseOtherwise, you get duplicate payments in QB
6Slide7
Review CSV File
This is also important if you use your PayPal account for anything other than dues
Examples of non dues items:
reimbursing classmates for mini-reunions
making payments using your PayPal account collecting funds not for dues or projectsOpen the file and take a look…
7Slide8
Review CSV File
Delete Extra Records
It will look something like this:
Make sure there is only one line per alum/payment
Sort the data by Type, Address Status, or Item Title (whatever you prefer). This will group the duplicate rows together.You can now delete them by highlighting all of the extra rows, right-clicking, pressing “Delete” and selecting “Entire row.”
8Slide9
Review CSV File
Delete Extra Records
Repeat the process if you have any other transactions to exclude
Save any changes
Press Continue if you get a warning message9Slide10
Import CSV File into
QuickBase
Log into
QuickBase
From the home screen, select “Import from PayPal”
10Slide11
Import into QuickBase
Upload CSV File
The script will prompt for you to select the file you just saved and want to import.
Browse for it and click on “Next” button
Once you hit next, the script will start processing all payments…
11Slide12
Import into QuickBase
Matching data to allocate payments
QuickBase
matches payments in CSV file to Alumni IDs in database
It does this using the alum’s name and email address in the CSV fileAny amount up to the dues amount specified in QuickBase will be coded to class duesAdditional amount will be coded to any class projects you (may) have
12Slide13
Check the new QuickBase
imports
If there are any payments that the script couldn’t match, you’ll get the following
message:Press OK and then you’ll be brought to a report, “Payments Posted Today without Alumni”
13Slide14
Check the new QuickBase
imports
For lines with no name
C
lick the pencil to edit the payment and add the alum’s name
14Slide15
Check the new QuickBase
imports
Search the alum name by clicking Browse Choices under Alumnus
Click “save” when you are done
15Slide16
Check the new QuickBase
imports
After matching names to payments (if necessary)
Go to the Payments tab in
QuickBase Click on the report “Payments Posted Today”If you didn’t have to add a name, you will be brought to this report by defaultConfirm everything is correct
You may need to adjust dues or project payments if alumni gave more or less than the recommended amounts
16Slide17
Check the new QuickBase
imports
Use the Grid Edit function to make changes quickly and easily
17Slide18
Check the new QuickBase
imports
Reminder:
QuickBase
will apply the money received first to dues (up to the recommended amount listed in QuickBase for your Class), then to Project 1 (up to the recommended amount), etc.Use Grid Edit to make adjustmentsMake sure all payments are tied to an alum There should be no Unallocated Funds
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Check the new QuickBase
imports Check for Double Payments
Check if any alums have paid twice in this fiscal year
Go to the Alumni tab
Run the report for “Alumni who paid two or more times (deposited in 20xx-20xx)” – use the current fiscal year
Remember you might get “fake” duplicates if two classmates are married and one paid for both (
and two
payments got assigned to same person)
If you have a true duplicate,
you can either:Refund a payment, or Edit one of the payments to apply it to next year (recommended)19Slide20
Check the new QuickBase
importsApplying Double Payments to Future Years
If you want to apply a payment for the following fiscal year
C
lick the eye icon on the left to view the alum Scroll down to PaymentsClick the pencil next to the payment you want to adjust
20Slide21
Check the new QuickBase
importsApplying Double Payments to Future Years
Scroll down to Dues Allocation Overrides
Enter 0 in “Current Year Dues Paid Override”
Enter the dues amount paid in “Next Year Prepayment Amount”
Hit save when done
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Congrats!
You are done
If you have further questions, please email the Class Treasurer Association president. His/her email is on the Class Treasurer’s Website:
http://treasurers.dartmouth.org
/
22Slide23
PayPal download fields
Appendix
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PayPal Download Fields
If you wish to customize the fields in your download (so that you can review and analyze the data), you can do so in PayPal
This is a one-time activity
Paypal
will remember your preferences going forwardMost important are Date, Name, From Email Address and payment amount fields
These are the fields QB uses to match the record and populate the payment
Those fields are in the Default section and will be automatically included
24Slide25
Check and Customize Fields
Click “Customize Download Fields” in the
middle of the screen on the left
A sample set of options is shown in the slides that follow
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Check and Customize Fields
Transaction Details Section
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Check and Customize Fields
Buyer Details and Shipping Details Sections
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Check and Customize Fields
Cart Details Section
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Check and Customize Fields
Other Sections
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You typically will not need the information in “Auction,” “Funding” and “Risks” sections
But feel free to review and add if those do apply to your class