QB Issue Resolution:

IMPORTANT: This Article pertains to the PayPal Sync App available via www.apps.com or apps tab of Quickbooks Online

PayPal Sync FAQs.

General:

What is the PayPal Sync with QuickBooks Online?

This is a data-only one-way integration with PayPal that syncs user’s transactions from PayPal into QuickBooks.

Once activated, this integration constantly monitors your PayPal account for sales, bank transfers and expense transactions. When a sale is recorded in PayPal, it is synced over to QuickBooks Online as a sales receipt, with the appropriate detailed level information, like which item is sold and the quantity, discount, shipping, tax … etc. Transaction fees charged by PayPal is also brought over as an expense, so it is properly recognized and reflected in your accounts. Additionally, your bank transfers (from/to PayPal) and PayPal expenses are also appropriately handled.

What kind of transactions does this app import via this integration?

This app imports your sales, bank transfers and expenses. When a sale is recorded in PayPal, it is synced over to QuickBooks Online as a sales receipt, with the appropriate detailed level information, like which item is sold and the quantity, discount, shipping, tax … etc. Transaction fees charged by PayPal is also brought over as an expense, so it is properly recognized and reflected in your accounts. Additionally, your bank transfers (from/to PayPal) and PayPal expenses are also appropriately handled.

Note that your bank transfers and PayPal expenses are categorized into their default categories as part of this integration. If you need detailed categorization for bank transfers or expenses, these would need to be done manually.

What type of details does this app import for PayPal sales transactions?

When a sale is recorded in PayPal, it is synced over to QuickBooks Online as a sales receipt, with the appropriate detailed level information, like which item is sold and the quantity, discount, shipping, tax … etc. Transaction fees charged by PayPal is also brought over as an expense, so it is properly recognized and reflected in your accounts.

What type of details does this app import for PayPal expenses?

This app imports all expenses into the default expense category known as “Uncategorized Expenses”. This category is not configurable. If you need further categorization for these expenses, it would need to be done manually.

How does this app handle bank transfers?

This app transfers all bank transfers from PayPal into the default bank transfer category known as PayPal Funds Transfer Account. This category is not configurable.

I have Quickbooks Desktop. How can I setup this integration with it?

The PayPal Sync app is only available for Quickbooks Online customers.

How is this integration different from bank connection within Quickbooks online? Do I still need this integration if I have the latter?

The main difference between the Bank Connection center in Quickbooks and the PayPal App is the way certain transactions are handled. This difference is described in the table below:

New PayPal App

Bank Connection Integration

Transactions imported

All types*

All types

– Sales transactions

Imported along with tax, fees & other details’ breakup

Imported (only summary)

– Transfers

Imported (default categorization)

Imported (detailed categorization)

– Expenses

Imported (default categorization)

Imported (detailed categorization)

User’s primary benefit

Detailed sales transactions, helps with accounting

Categorized expenses & transfers

User’s primary limitation

User has to manually categorize vendor payments & move funds to banks (if necessary)

Users do not get detailed sales transactions

* Except PayPal Credit and cash transactions

Intuit and PayPal are working towards an eventual solution that will merge the two experiences described above into one.

Users can only have one of the above two integrations enabled at one time. The PayPal app will automatically disable if the user has the Bank connection center integration enabled.

I have previously setup PayPal Sync with Quickbooks. What do I need to do?

If you have previously set up PayPal Sync, you would have most likely set it up via the bank connection center in Quickbooks Online (unless you were part of a small beta Intuit reached out to in Oct/Nov 2014, in which case stop reading now and check your email for specific instructions to proceed).

To receive a fully functional experience for PayPal transactions imported into Quickbooks Online including importing detailed sales transactions, we recommend disconnecting the old integration first.

To do so, we will need you verify that you have indeed previously setup PayPal Sync with Quickbooks Online via the banking center. Please log into Quickbooks Online and check on the top right corner. Under “Bank Accounts”, you should see a PayPal account; something like this:

Hover over text

Next, please take care of the following steps:

Login to your QuickBooks account
Ensure that your PayPal account is not connected to QBO via bank downloads. If you do, this is how you can disconnect it:
Bring up your Chart of Accounts
Select the bank account that is linked to PayPal
Click on the ‘Edit’ button on the top
Check the checkbox ‘Disconnect this account on save’ and then click on ‘Save’.
Your PayPal account linked as bank download is now disconnected.

Now, click on the signup link provided to you in the email to setup PayPal. Follow instructions to setup the new app.

How do I disconnect my previously set up Banking center PayPal connection?

Please take care of the following steps to disable your Banking center connection to PayPal:

Login to your QuickBooks account
Ensure that your PayPal account is not connected to QBO via bank downloads. If you do, this is how you can disconnect it:
Bring up your Chart of Accounts
Select the bank account that is linked to PayPal
Click on the ‘Edit’ button on the top
Check the checkbox ‘Disconnect this account on save’ and then click on ‘Save’.

Your PayPal account linked as bank download is now disconnected.

How do I check whether I have previously set up PayPal with Quickbooks Online?

If you have previously set up PayPal Sync, you would have most likely set it up via the bank connection center in Quickbooks Online (unless you were part of a small beta Intuit reached out to in Oct/Nov 2014, in which case stop reading now). To verify that you have indeed previously setup PayPal Sync with Quickbooks online via the banking center. You need to log into Quickbooks online and check on the top right corner. Under “Bank Accounts”, you should see a PayPal account; something like this:

Hover over text

If you see your PayPal account listed there, you have indeed previously connected PayPal via Banking Center previously.

I was part of your limited beta in Fall 2014 and setup PayPal with Quickbooks online via apps.com then? What do I need to do differently this time around?

If you are one of our limited customers who enabled PayPal Sync in limited beta in Fall 2014, please follow the instructions that were sent to you via email. As a first step, you will need to unsubscribe the current integration by clicking on My Apps, finding your old PayPal app and selecting ‘Disconnect’. Subsequently, you will need to re-enable a new PayPal connection by following the instructions sent to you via email.

How much does the integration cost?

The PayPal Sync app is free for all QuickBooks Online customers!

What are the current limitations?

Here are the following limitations of the PayPal app:

The current integration is not supported outside the US.
Further, if you are a US customer, but receive PayPal transactions in currencies other than USD, this integration will not work for you at this time.
You can only setup one PayPal account per Quickbooks account via the Paypal app
If the same PayPal account is connected to 2 Quickbooks accounts, the first connection will drop

If you think you have run into a limitation other than these, please inform Intuit by calling our customer service team at (800) 871-3334.

Can I setup multiple PayPal accounts to Quickbooks via the PayPal app?

No, you cannot setup multiple PayPal accounts to the same Quickbooks account at this stage.

Can I setup the same PayPal account to different Quickbooks accounts via the PayPal App?

No, this is not possible. If the same PayPal account is connected to 2 Quickbooks accounts, the first connection will drop

Will this integration work with commonly available 3rd party PayPal → Quickbooks integration software ?

Intuit does not promote or condone use of 3rd party software to connect your PayPal account with Quickbooks Online. However, with the use of this integration, there is no need to use another software in conjunction. If you choose to do so regardless, we recommend that you either use this integration or your existing software (but not both – to avoid duplicate transactions from appearing in Quickbooks Online)

First Time Setup:

Discovery & Authorization

Where can I find the PayPal Sync app??

The PayPal integration app can be discovered on apps.com, or via the apps tab of QuickBooks Online

How can I set up this integration?

We recommend walking through the signup flow by clicking on the signup link provided to you in the email. Please authorize all steps of the flow where permissions are necessary to sync your PayPal data to QuickBooks.

How will Quickbooks Online get my PayPal transactions?

By clicking authorize on the authorization screen, your PayPal transactions will automatically securely sync from PayPal to Quickbooks Online. Note that we use standard secure OAuth transfer protocol to your PayPal information from PayPal to Quickbooks Online

Settings & Mapping

During the setup process, under “Review your settings” screen, what does “Past Transaction” button mean?

Past transactions button enables you to set up past transactions to import into Quickbooks Online. You can transfer up to 18 months of transactions from the current date during setup.

By default, we do not enable any past transactions to transfer; however, you can change that setting by clicking the “Past Transactions” button.

If you accidentally forgot to import past transactions during set up, rest assured you will be able to do so later on by going into My Apps, finding your PayPal app card, clicking “Settings” and then clicking “Manual Import”.

How many past transactions can I import? What is the default setting? What should I use?

You can transfer up to 18 months of transactions from the current date during setup.

By default, we do not enable any past transactions to transfer; however, you can change that setting by clicking the“Past Transactions” button.

If you were previously importing PayPal transactions manually, we recommend that your start date be after the last imported manually imported transaction date in order to avoid duplicate transactions.

Under “Review your settings” screen, what does “App Settings” section let us do?

“App Settings” takes you to view/edit the accounts from PayPal that map to the appropriate accounts in Quickbooks Online. By default, Intuit has chosen a smart mapping method of categories to pick how it maps Paypal accounts to Quickbooks Online. If you are an advanced user, you can modify these settings here during setup.

Youcan also choose to change these settings later on by going into My Apps, finding your PayPal app card, clicking “Settings” and subsequently clicking “App Settings”.

Can you explain what each of the mapping screen drop downs mean?

Here’s what each of the mapping screens in the drop down means:

PayPal account → PayPal Bank
Your PayPal account will be created in QuickBooks under the selected value. To change this setting, use the dropdown menu and pick an account option of your choice from your Chart of accounts.
Sales → PayPal Income
All your sales transactions from PayPal will appear in QuickBooks under the selected item. To change this setting, use the dropdown menu and pick a pre-existing sales account from your chart of accounts.
PayPal Fees → PayPal Fees
All your fees on transactions from PayPal will appear in QuickBooks under the selected item. To change this setting, use the dropdown menu and pick a pre-existing fees account.

Sales Tax → PayPal Sales Tax
All your sales tax on transactions from PayPal will appear in QuickBooks under the selected item.

Payment Method on Transactions → PayPal
All your transactions imported from PayPal will have the payment method as the selected item in this dropdown menu.
PayPal Customer → All Details
You can choose to pull all customer details or no details. By default we will use the integration default of pulling “All details” for tracking your PayPal customer details in QuickBooks.

I often create my PayPal accounts under a sub-account. How do I ensure my transactions map correctly?

The drop down menu in mappings settings does not explicitly show sub-accounts appropriately indented, though it will display them. We recommend selecting the sub-account as your Quickbooks mapping account if you so desire.

Eg: if you created a sub account known as “My PayPal Sales” under “All sales” in quickbooks, it will show up as the following in Quickbooks with indentation like this:

Accounts

All Sales

My PayPal Sales

Now, if you would like to map your PayPal Sales to “My PayPal Sales” account in Quickbooks, you should select the following account with indentation like this:

Accounts
All Sales
My PayPal Sales

How often does Quickbooks Online sync with PayPal?

Once setup, Quickbooks syncs with PayPal every 15 minutes and brings any new transactions from PayPal into Quickbooks Online. Additionally, you will get a daily integration summary of these imports unless you chose to disable it.

Other

I ran into a problem during setup. I am stuck. What should I do?

Please contact Intuit support at (800) 871-3334 should you have any questions with your setup.

How do I get to review transactions after they import?

You should be able to review your transactions after they import by clicking the following tabs within Quickbooks Online:

Transactions → Sales tab for sales transactions
Transactions → Bank tab for bank transactions
Transactions → Bank tab for expenses

How secure is the setup process?

We use standard secure OAuth transfer protocol to transfer your PayPal information from PayPal to Quickbooks Online.

Can I connect multiple PayPal accounts with Quickbooks Online?

Short answer: No!

Details: You can connect multiple PayPal accounts to QuickBooks Online, however you won’t be able to get sales transaction details for subsequent accounts. If you need to set this flow up, please contact Intuitsupport at (800) 871-3334.

Ongoing use:

Importing Transactions

How can I manually import transactions after completing the setup?

Please go to apps.com → My Apps→ manage my apps → PayPal → settings

Upon clicking settings on the link above, please click “Manual import” to manually import transactions in bulk.

Why do I only see recent transactions imported into Quickbooks Online?

This is likely caused by the fact that you never changed the default past transaction settings during initial transaction import.
First, why is this happening? The PayPal Sync is set up to pull new transactions from your PayPal account every 15 minutes. Additionally, for first time setup, the user has a choice to pull past transactions upto 18 months (default is set to 0 days of import). If you don’t see past transactions imported but see recent transactions imported, your default past transaction import setting was never changed.

How do you fix this? Please go to apps.com → My Apps→ manage my apps → PayPal → settings. Upon clicking settings this page, please click “Manual import” to manually import transactions in bulk.

How do I know my PayPal transactions are importing into Quickbooks Online?

Unless you choose to disable it, you will receive a daily email with the transactions imported over the previous 24 hours. Additionally, you can go to the appropriate tabs in Quickbooks transactions (Eg: sales, banking, expenses) and see the imported transactions.

I received no notification regarding my PayPal transaction import. What is going on?

There can be two scenarios which can cause non receipt of notifications regarding PayPal transaction import:
Scenario 1) You have unchecked the setting to receive daily import notification
Scenario 2) You never changed the default past transaction settings and there are no new transactions to import from PayPal

If neither scenario 1 or 2 apply, please contact the Intuit customer service team at (800) 871-3334.

Here’s how to find out whether either scenarios apply to you:

Scenario 1) You have unchecked the setting to receive daily import notification
Please go to apps.com → my apps → manage my apps → PayPal → settings → “App Settings” and check the setting on “Subscribe to transaction import summary and error notification”. If it is unchecked, then this is the cause of you receiving no notifications.

Please check the checkbox as shown in the screenshot below to rectify the issue.

Hover over text

Scenario 2) You did not change the default past transaction settings and there are no new transactions to import from PayPal

The PayPal Sync app is setup to pull new transactions from your PayPal account every 15 minutes. Additionally, for first time setup, the user has a choice to pull past transactions up to 18 months (default is set to 0 days of import). If you have never received any notification of transaction import, your default past transaction import setting was not changed and there have been no new transactions to import from your PayPal account.

If you think neither of the above two scenarios apply to your case, please contact the Intuit customer service team at (800) 871-3334.

What if there are no transactions available to import from PayPal?

If there are no transactions to import from PayPal, the integration will continue to sync for new transactions every 15 minutes, as per regular sync frequency. However if there are no new transactions, you will not receive adaily import summary.

My Paypal App was disabled by the app because I had bank center integration previously on. I want to turn the app back on. How can i do so?

In order to proceed, you will first need to disable your bank center connection. To do so, please do the following-

Please take care of the following steps to disable your Banking center connection to PayPal:

Login to your QuickBooks account
Ensure that your PayPal account is not connected to QBO via bank downloads. If you do, this is how you can disconnect it:
Bring up your Chart of Accounts
Select the bank account that is linked to PayPal
Click on the ‘Edit’ button on the top
Check the checkbox ‘Disconnect this account on save’ and then click on ‘Save’.
Your PayPal account linked as bank download is now disconnected.

Now, your app will automatically start working again.

Modify Settings

How can I modify my PayPal Sync settings?

Please go to Apps.com → My Apps→ manage my apps → PayPal → settings. Eg: see screenshot below-

Hover over text

I forgot to import my past transactions during original setup. Can I still import those transactions?

Yes,you can. Upon clicking settings on the link above, please click “Manual import” to manually import transactions in bulk.

I would like to manually (bulk) import transactions after completing the setup. Is that possible?

Yes. Please click “Manual import” to manually import transactions in bulk after going into ongoing settings (My Apps→ manage my apps → PayPal → settings).

If I manually (bulk) import transactions after having already imported transactions previously, will my import overwrite the previously imported transactions?

In the event Bulk import dates overlap with the previous bulk import dates, the new transactions will not overwrite the previously imported transactions unless “Overwrite previous transactions” is checked.

Once original setup is complete, how can I modify my mapping settings for PayPal → Quickbooks Online accounts?

Please go to Apps.com → my apps → manage my apps → PayPal → settings → Mappings button of “Import settings and logs” page. Please note that you cannot modify the mapping settings while past transactions / manual (bulk) transactions are importing.

What happens to my transactions after I change mapping settings?

All transactions imported after the mapping settings changed will be imported as per new mapping settings. All previously imported transactions will continue to remain in their appropriate accounts as per previous mapping settings.

How do I unsubscribe to PayPal App summary & error emails?

Please go to Apps.com → my apps → manage my apps → PayPal → settings → “App Settings” section of “Integration Options and logs” page and disable “Subscribe to transaction import summary and error notifications” checkbox.

Usage Patterns & Errors

I create invoices in PayPal and duplicate them in QuickBooks Online. Do I need to continue doing so?

All invoices created in PayPal, when paid, will be imported as sales receipts into quickbooks. You do not need to create these invoices separately in quickbooks.

How do I enable/disable daily notifications?

Please go to Apps.com → my apps → manage my apps → PayPal → settings → “App Settings” section of “Import settings and logs” page and enable/disable “Subscribe to transaction import summary and error notifications” checkbox.

Where can I view PayPal transaction import errors?

Please go to apps.com → my apps → manage my apps → PayPal → settings → “Error Logs” section of “Import settings and logs” page → View

How can I rectify PayPal transaction errors?

Please go to Apps.com → my apps → manage my apps → PayPal → settings → “Error Logs” section of “Import settings and logs” page → View

Next to each error log, you can toggle between “details” and “retry” button. Hit “retry” after fixing the appropriate error.

What are the common PayPal transaction import errors?

At present, we are unaware of any common PayPal import errors; however, we will update this article with commonly known transaction import errors and their resolution as we learn of them.

I create invoices in Quickbooks Online and then get paid via PayPal. Will this integration app help me continue to do so?

The current integration app will import your sales transactions as sales receipts. If you create invoices in QuickBooks Online and subsequently get paid via PayPal, it will not automatically mark these invoices as paid.

Can I review my transactions before importing them?

No, the current integration app does not provide capability to review sales transactions before importing them.

Details
Answer ID 6727
Products QuickBooks Online Simple Start (H)
QuickBooks Online Essentials (H)
QuickBooks Online Plus (H)
Categories Using This Product
Date Created 01/23/2015 08:54 AM
Date Updated 03/18/2015 12:48 PM
Allow Crawling? Yes

Resolution for Issue 'First Time Set up with PayPal FAQ.' available: Yes (Solved).
Source: Intuit Community forum.

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