How To: Reconcile Paypal Payments via Import

By creating a Paypal Bank Account in Khaos Control and downloading your Paypal transactions as a .csv file, reconciling your Paypal transactions can be done quickly and easily.

Performing the Paypal Reconciliation

1. Import the Paypal file into Excel.
2. Save the file as a .csv file, it is then ready to be imported into Khaos Control.
3. Open the [ Accounts | Bank Accounts ] tab.
4. Select the Paypal bank account from the 'Bank Account' drop-down.
5. Click on the 'Go' button.
6. Press Alt+E or click to enter edit mode.
7. Display the drop-down 'Other Actions' menu either by pressing F9 or clicking the down arrow immediately to the right of the green circle with a white cross icon at the top of the button bar.
8. Select Import then Match Paypal CSV Payments...
9. Select the import file, the Match Paypal CSV Payments Dialog appears.
10. The system will process each line in the CSV and match on the Paypal Invoice Number which will map to the Authcode of the payment (via the website). If this matches along with the date and the amount, the system will tick the Recon checkbox.
11. On import for Paypal we need to ignore the c at the start of the Invoice Number in the file and the .x at the end (where x is an integer).
12. Press Ctrl+S or click to save.
13. Finish the bank reconciliation as normal, see How To: Perform a Bank Account Reconciliation.
    
    

After Reconciliation

After you have reconciled you may wish to:

1. Journal any fees charged by Paypal, this can be done is a number of ways, for example:
   1. If you need an invoice:
      1. Raise the invoice against your Paypal supplier, see How To: Enter a single line SP Ledger entry using the Paypal Fees nominal.
      2. Pay the supplier from the Paypal bank account, this should reduce the balance of the Paypal account.
   2. If you don't require an invoice post a journal between the Paypal Fees nominal and the Paypal Bank account, see How To: Journal between Nominal Accounts.
2. The remaining balance should match the final value transferred by Paypal into your main account and this is the amount you need to journal from the Paypal account to your current account; your Paypal bank account balance should then be cleared for that date range.

Notes

A dialog will appear after the reconciliation if any items in the file have been skipped. Typical reasons for items being skipped are:

1. Order not found in the banked items list (the order number in the .csv file does not match the one in the banked items list)
2. The item has either already been reconciled or the dates do not match.
3. The item amount does not match.

See Also

• Accounts overview