How To: Setup, record and process Manual PayPal payments

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PayPal can be considered as another type of credit card (in that payments go straight into your PayPal account, without you needing to bank them first); for that reason "PAYPAL" does not exist as a payment type in Khaos Control.

Where PayPal orders are handled we recommend the following:

Setup Instructions

PayPal Bank Account

  1. Create a "PayPal" nominal code, ensuring that the System Type is set to "Bank Control Account", see How To: Create Nominal Accounts.
  2. Create a "PayPal" bank account, see How To: Create a New Bank Account.
  3. Check that a suitable System Payment Type exists, for example:
    1. Payment Type = Credit Card
    2. Currency = Pounds Sterling
    3. S/P = S
    4. Auto Bank checkbox = ticked.


INFORMATION icon
Your system will need to be set to allow "PAYPAL" to be seen as a valid payment card number, so please email Support to let them know that you are setting up PayPal for payments and they will arrange for the necessary files to be updated.

Setup PayPal Invoice Priorities

Invoice Priorities created for PayPal payments allows users to be able to see the orders imported and paid by PayPal and also which PayPal payments have been confirmed.

  1. Open a System Data screen (show me how).
  2. Double-click on [ Sales Order Processing | Invoice Priorities ].
  3. Press Alt+E or click the green triangle icon is the buttonbar's EDIT button to enter edit mode.
  4. Press F3 or click the NEW ITEM button has an icon that shows two sheets of paper (identified by having the top right corner folded down), arranged diagonally on the icon from top left to bottom right   to add a new item.
  5. Add a description of PayPal Confirmed.
  6. Add the mark as PC.
  7. Press F3 or click the NEW ITEM button has an icon that shows two sheets of paper (identified by having the top right corner folded down), arranged diagonally on the icon from top left to bottom right   to add a new item.
  8. Add a description of PayPal Order.
  9. Add the mark as PP.
  10. Tick the Highlight checkbox.
  11. Complete the other options as required.
  12. Press Ctrl+S or click the disk icon is the button bar's SAVE button    to save the changes.

Recording PayPal Payments

Recording PayPal Payments

  1. In the [ Sales Order | Payment ] tab, follow the normal process for entering a card payment, with the following changes:
  2. Tick the "Credit Card" payment type check box.
  3. Use F4 to select "PayPal" as the bank.
  4. Enter "PAYPAL" (without the speech marks) as the Card Number.
  5. Enter "PayPal" (without the speech marks) as the Account Name (you should not need to fill in any other credit card fields).

This will allow PayPal payments to be easily identified in the system and easily reconciled.

Importing Sales Orders

Please ask your Web Developer to refer to the 'PayPal - Authorised Payments' section of the PSP Required Fields v1.8 file in the latest version of the Web Integration Pack for information on how to populate the <PAYMENTS> section of the Sales Order XML file for PayPal payments.

WARNING icon
Importing Sales Orders is an Advanced User feature.

Processing PayPal Payments

Confirming PayPal Payments

Pressing the F3 button in the Sales Invoice Manager will mark any selected Invoices as authorised. This will only work in the Sales Invoice Manager where:

  • the stages are marked as Allow Edit; and
  • only if the Bank Account against the Sales Order payment line is marked as PayPal.


INFORMATION icon
The F3 option must be enabled by Support before it will work. It is not chargeable.
Please email Support.

  1. Open the Sales Invoice Manager and go to a stage which has Allow Edit enabled.
  2. Press F4 and in the filters select the Priority PayPal Order.
  3. Green select the batch of PayPal Invoices that you wish to authorise.
  4. Press F3 and click Yes to the user prompt. The order(s) will no longer be displayed in red (meaning that they are fully authorised) and that any Sales Order payment lines that were not already authorised have an auth code of PayPal against it.
  5. Update the Invoice Priority (see Updating the Invoice Priority below).
WARNING icon
WARNING: Only users with the Auth Card user permission ticked against their user permission will be be able to use the F3 key in the Sales Invoice Manager screen.

See Also

Visit KhaosWikiX at https://support.khaoscontrol.com/wiki_kcx/ to see the following:

Contact the Khaos Team