BUSINESS PAYMENTS: CUSTOMIZE YOUR SETTINGS

Sync PayPal with QuickBooks Online: How to Customize Your Settings in


Overview:


  1. General settings
  2. Sales
  3. Products/Services
  4. Taxes
  5. Fees
  6. Expenses (PayPal only)
  7. Multicurrency
Having connected your company and your accounts, you can start customizing your settings. You can always find them in the upper right corner of the app:
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General

  1. Synchronize Automatically – when “ON”, the system will automatically synchronize transactions that come into the app after the setting has been enabled. When “OFF”, you can manually choose transactions to be synced.                                                                                                                                                                      Learn more about manual and autosync here.
  2. Skip synchronization for duplicated transactions – when “ON”, transactions that already exist in your QuickBooks Online company will not be synced again.
  3. Apply payments to unpaid Invoice/Bill transactions – when “ON”, once the system encounters a payment that matches an unpaid invoice, it will be automatically applied to it.
  4. Shipping item name – This setting is needed in case the default configuration is not working and if your invoicing system gives an item name to the shipping. Type in the item name used by your invoicing system here in order for it to appear in shipping line in your QuickBooks Online, rather than being accounted for as a normal item.
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Sales

Check out an additional guide with our recommended way of a setup
  1. Bank account – you can choose a bank account that QuickBooks sales receipts, refund receipts and payments will be deposited into.
  2. Apply default customer – when “ON”, it assigns a default customer name to all of your transactions. Click on to select a name. Choose from existing ones or type in a custom name.
  3. Enable QuickBooks Doc Numbers – by enabling this configuration your transactions will follow the standard QuickBooks Doc Number sequence.
  4. Payment Method – choose a payment method (cash, check, credit card, PayPal or Stripe) that will be set for QuickBooks sales receipts, refund receipts, payments and expenses.
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Products/Services

This setting tab is targeted at new products and services which are created during the synchronization. Product/service type can only be non-inventory or service, because when Business Payments creates a new product, it does not have an access to its Quantity on hand. Existing inventory products will be properly updated.
The income account specified here will be used for creating new products and services only.
Use “Create additional settings” option only in case you would like to categorize different types of transactions. We recommend to use the same Bank account for Sales, Fees and Expenses.
  1. Product/Service type – choose between Non-inventory or Service. This will be used for creating products and services which do not exist in your accounting company.
  2. Apply default product – when “ON”, it assigns a default product name to all of your transactions. Choose from existing ones under Default Product or type in a custom product name and press enter.
  3. Income account – choose an account that will be used for creating new products and services which do not exist in your accounting company during the synchronization.
  4. Product – choose or type in a name to be used if there is no product name to be found in your transaction.
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Taxes 

  1. Apply taxes – when “ON”, the system will search for a matching tax code. In case the system cannot find it, a tax amount will be included in the total sum.
  2. Default tax code – choose a tax code the app will use for all transactions marked as “taxable” in your payment system. The app will find a correct code in most cases, use this setting in case the app cannot find the correct tax code.
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Fees

  1. Vendor – the app will use this QuickBooks Vendor to store your PayPal fees. Select available, or type in a custom one.
  2. Bank account – this setting specifies the bank to which the PayPal fees are applied. We recommend to use the same account as in Sales – Bank.
  3. Expense line account – this setting specifies the line account to which the PayPal fees are applied.
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PayPal Only

Expenses

  1. Bank account – this setting specifies the Bank account that the expenses are attributed to. We recommend to use the same account as in Sales – Bank.
  2. Expense line account – this setting specifies the line account that the expenses are attributed to.
  3. Apply default vendor – when “ON”, it assigns a default vendor name to all of the vendors, instead of creating a new one for each transaction. Choose from existing ones or type in a custom vendor name and press enter.
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Multicurrency

You can find how to customize Multiple Currencies here:
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Do you have any questions? We would love to hear from you. Comment below to start a conversation or send an email to the address specified in the footer of this page.
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