Manually Importing PayPal transactions

Legacy KB ID: 5713


How can I manually import my PayPal statement into the bank ledger account in Deadly Digits?

Applies to: Deadly Digits user, who is not using our integrated PayPal payment service.


You can manually download the transactions from PayPal in CSV file format and import it into your bank ledger accounts. You will have to map the data to the correct fields when importing.

Disclaimer: The contents of this article are for general guidance only and you should seek professional advice relating to your own specific circumstances before acting.

  1. Import the Gross Amount.
  2. Import the fee separately (search Manually Importing PayPal fee transactions for instructions).

When you download the PayPal transactions as CSV file format, it comes with a lot of information in the headers and columns, and not all of that information is required in Deadly Digits.

You will need to map the import to the appropriate columns within Deadly Digits. Care should be taken in the mapping, so you match the correct columns. We recommend importing one (1) transaction to begin with to ensure you have mapped the PayPal data correctly.

Most common field imported are Date; Description; Amount; and Reference

All transactions with positive amounts are treated as a ‘Money in’ within Deadly Digits.

All transactions with negative amounts are treated as ‘Money out’ within Deadly Digits.

If you have PayPal fee, you will have to import it separately. Please see this article for it.

Some manual edits are required in the file before you can import them.

Detailed steps.

Importing the Gross Amount

Step 1: Mapping the import

As you can see from the above screenshots, when the PayPal transactions are imported there are lots of unnecessary columns.

  1. Go to Import from row field and change the row number to 2. Since the first row in import is the column headers (as shown in step 1, above screenshot).
  2. Go to the Date column (on imported data header) and select Date from the available Deadly Digits column header (as shown in step 2, above screenshot).
  3. Go to the Name column (on imported data header) and select Description from the available Deadly Digits column header (as shown in step 3, above screenshot).
  4. Go to the Gross column (on imported data header) and select Amount from the available Deadly Digits column header. (as shown in step 4).
  5. Go to the Transaction ID column (on imported data header) and select Reference from the available Deadly Digits column header. (as shown in step 5, above screenshot)
  6. Once done select Import the file.

Step 2: Recording the transactions

Once the transaction is imported it will be available under Transactions from bank area. You can import them individually into your bank ledger.

When Importing, you can either enter them as new transactions or allocate a payment to an existing invoice.

Step 2.1: Allocate a new payment

  1. Go to transactions from bank
  2. Select Allocate Receipt /Payment (step 2, above screenshot).
  3. Select the appropriate contact (step 3).
  4. Select Appropriate Account (step 4).
  5. Select Accept to record the transaction.
  6. Repeat the process for all remaining transactions.
Tip: You can also select ‘X’ to delete the transactions.

Step 2.2: Allocate a payment to existing customer invoice.

If the payment you received is for your existing invoice, you can also allocate the payment to the invoice, so it can be paid off.

  1. Select Allocate receipt and Allocate detailed receipt.
  2. Select the contact who this payment is from.
  3. Enter any other relevant fields.
  4. Scroll to the relevant invoice. Enter the amount under ‘How much to allocate field’.
  5. Select save, once satisfied.
  6. Repeat the process for any other payment.

This will now allocate the payment against the existing invoice and mark it off as paid.

Importing the PayPal Fee

If you do have PayPal fees present on those transactions, you will need to import it separately.

You will re-import the same file, however, this time mapping the ‘Fee’ columns as the amount.

Search Manually Importing PayPal fee transactions for instructions.

How did we do?

Unable to pay super guarantee for amounts below $450.00

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