Pay Pal Payment Importing Updated December 2016 1

Pay. Pal Payment Importing Updated December 2016 1

Steps to Importing Pay. Pal Payments 1. Download history from Pay. Pal a. 2. 3. Review and update CSV file Import CSV file into Quick. Base Check the new imports 2

Download history from Pay. Pal ¡ ¡ ¡ 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 3

Download history from Pay. Pal Set Download Criteria ¡ ¡ Under Transaction Type, select “Completed Payments” Select the start and end dates you want dues payments l Hint: look at the name of the last dues payment imported in Quick. Base and download all payments from that person forward l If you’re not sure what dates to download, don’t worry! You can always edit payments after you download them to a CSV file ¡ Under Format, select “CSV” ¡ Click “Create Report” 4

Download history from Pay. Pal ¡ The new report will appear in the Activity Reports section below. Click “Download. ” ¡ Open the file, and save it somewhere you will find it l Consider a name like “ 080816 -090916 download” with the date range 5

Review CSV File ¡ ¡ Before importing into Quick. Base, make sure the data is OK As of 2016, Pay. Pal shows additional detail for each transaction l l l This means each dues payment may have multiple rows of data Extra rows need to be deleted prior to importing into Quick. Base Otherwise, you get duplicate payments in QB 6

Review CSV File ¡ This is also important if you use your Pay. Pal account for anything other than dues l Examples of non dues items: reimbursing classmates for mini-reunions ¡ making payments using your Pay. Pal account ¡ collecting funds not for dues or projects ¡ ¡ Open the file and take a look… 7

Review CSV File Delete Extra Records ¡ It will look something like this: ¡ Make sure there is only one line per alum/payment l l 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. ” 8

Review CSV File Delete Extra Records ¡ ¡ Repeat the process if you have any other transactions to exclude Save any changes l Press Continue if you get a warning message 9

Import CSV File into Quick. Base ¡ ¡ Log into Quick. Base From the home screen, select “Import from Pay. Pal” 10

Import into Quick. Base 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… 11

Import into Quick. Base Matching data to allocate payments ¡ Quick. Base matches payments in CSV file to Alumni IDs in database l ¡ It does this using the alum’s name and email address in the CSV file Any amount up to the dues amount specified in Quick. Base will be coded to class dues l Additional amount will be coded to any class projects you (may) have 12

Check the new Quick. Base imports ¡ If there 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” 13

Check the new Quick. Base imports ¡ For lines with no name l Click the pencil to edit the payment and add the alum’s name 14

Check the new Quick. Base imports ¡ ¡ Search the alum name by clicking Browse Choices under Alumnus Click “save” when you are done 15

Check the new Quick. Base imports ¡ After matching names to payments (if necessary) l l l ¡ ¡ Go to the Payments tab in Quick. Base Click on the report “Payments Posted Today” If you didn’t have to add a name, you will be brought to this report by default Confirm everything is correct You may need to adjust dues or project payments if alumni gave more or less than the recommended amounts 16

Check the new Quick. Base imports ¡ Use the Grid Edit function to make changes quickly and easily 17

Check the new Quick. Base imports ¡ Reminder: l ¡ ¡ Quick. Base will apply the money received first to dues (up to the recommended amount listed in Quick. Base for your Class), then to Project 1 (up to the recommended amount), etc. Use Grid Edit to make adjustments Make sure all payments are tied to an alum l There should be no Unallocated Funds 18

Check the new Quick. Base imports Check for Double Payments ¡ Check if any alums have paid twice in this fiscal year l l l ¡ Go to the Alumni tab Run the report for “Alumni who paid two or more times (deposited in 20 xx-20 xx)” – 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: l l Refund a payment, or Edit one of the payments to apply it to next year (recommended) 19

Check the new Quick. Base imports Applying Double Payments to Future Years ¡ If you want to apply a payment for the following fiscal year l l l Click the eye icon on the left to view the alum Scroll down to Payments Click the pencil next to the payment you want to adjust 20

Check the new Quick. Base imports Applying 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 21

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/ 22

Appendix PAYPAL DOWNLOAD FIELDS 23

Pay. Pal 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 Pay. Pal This is a one-time activity l ¡ Paypal will remember your preferences going forward Most important are Date, Name, From Email Address and payment amount fields l l 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 24

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 25

Check and Customize Fields Transaction Details Section 26

Check and Customize Fields Buyer Details and Shipping Details Sections 27

Check and Customize Fields Cart Details Section 28

Check and Customize Fields Other Sections ¡ ¡ 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 29