Invoicing User’s Guide Last updated: September 2010
PayPal Invoicing User’s Guide Document Number: 10115.en_US-201009 © 2010 PayPal, Inc. All rights reserved. PayPal is a registered trademark of PayPal, Inc. The PayPal logo is a trademark of PayPal, Inc. Other trademarks and brands are the property of their respective owners. The information in this document belongs to PayPal, Inc. It may not be used, reproduced or disclosed without the written approval of PayPal, Inc. Copyright © PayPal. All rights reserved. PayPal S.à r.l. et Cie, S.C.A.
Contents Preface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 About This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Intended Audience . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Revision History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Where to Go for More Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Documentation Feedback . . . . .
Contents Printing an Invoice from the Preview Page . . . . . . . . . . . . . . . . . . . . . . . 33 Printing an Invoice from the Invoice Details Page . . . . . . . . . . . . . . . . . . . . 34 Chapter 3 Managing Your Invoices . . . . . . . . . . . . . . . . . . . 35 About the Manage Invoices Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 About Invoice Statuses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Searching Invoices . . . . . . . . . . . . . . . . . .
Contents Marking an Invoice as Paid . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Viewing and Editing Manually Recorded Payments . . . . . . . . . . . . . . . . . . . 66 Chapter 5 Customizing Your Invoice Information . . . . . . . . . . . 69 About Invoice Customization. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 Customizing Your Contact Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 Editing Your Contact Information in an Invoice . . . .
Contents Adding a Contact in the Address Book Page . . . . . . . . . . . . . . . . . . . . . .107 Editing Address Book Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110 Editing a Contact. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110 Searching for Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114 Searching for a Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Preface About This Guide The Invoicing User’s Guide describes how to create and send invoices in your PayPal account. Intended Audience This guide is for merchants and secondary users who log in to PayPal accounts to create and send invoices. Revision History The following table lists the revisions made to the Invoicing User’s Guide. TABLE 1.1 Revision History for This Guide Date Published Description September 2010 New guide.
Documentation Feedback 8 September 2010 Invoicing User’s Guide
1 About Invoicing PayPal Invoicing lets you create and send professional invoices through email. You can save invoice information for re-use, reducing the amount of time it takes to create invoices.
1 About Invoicing Invoicing End-to-End Use Invoicing to request payments for goods or service when you want to provide item details, have the tax and discount amounts automatically calculated, and you want to track and manage your invoices and payments. When your recipients review an invoice, they see your customized contact information, payment terms, line item details including unit prices and taxes, shipping and discount information, and invoice totals.
About Invoicing What Does Your Customer See? 1 2. Your customer receives an email that contains a link to the invoice. Customers can use the email link to view invoices. PayPal account holders can view invoices through their PayPal accounts. 3. Your customer opens the invoice and reviews it. You customer can start the payment process by clicking Pay. 4. Your customer determines the payment method. Your customer can pay in one of two ways: – Using a PayPal account.
1 About Invoicing What Does Your Customer See? 1. Your customer opens an invoice Invoice recipients can open their invoices in the following ways: – Click the Pay Invoice button in the email. – Copy the invoice URL in the email message and paste it in a web browser. – Open their PayPal accounts and open the invoice from their Account Overview or History page. 2. Your customer reviews the invoice and clicks Pay.
About Invoicing Accessing PayPal Invoicing 1 4. Your customer reviews and approves the payment. The Review your payment page displays a summary of the payment information. Your customers click Pay Now to finalize payments. 5. Your customer receives verification of the completed payment. A final page displays the transaction ID for the payment and an order summary email is sent to your customer. PayPal account holders can see invoice and payment details through their Account Overview or History pages.
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2 Creating Invoices Create invoices for goods and services through the Request Money tab. “The Invoicing Process” on page 15 “Creating Invoices and Entering Details” on page 17 “Previewing Invoices” on page 28 “Saving Invoices” on page 30 “Sending Invoices” on page 31 “Printing Invoices” on page 32 The Invoicing Process The invoicing process begins with creating an invoice and ends with managing the invoices.
2 Creating Invoices The Invoicing Process 1. Create an invoice. You create an invoice for goods and services by clicking Create Invoice from Request Money. When you first open the Create a new invoice page, it automatically selects the default invoice template for your account. In the beginning, it is a PayPal-defined template. You can create your own templates and customize some of the invoice entries, such as the payment terms shipping cost.
Creating Invoices Creating Invoices and Entering Details 2 4. Send the invoice to your customer. After you enter and review the invoice, click Send. PayPal sends an email notification to your customer about the invoice. See “Sending Invoices” on page 31 for instructions. 5. Manage your invoices. After sending an invoice, you can check the status of your invoices, send reminders to your customers, manage invoice payments, and research invoices in the Manage Invoices page.
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Creating Invoices Creating Invoices and Entering Details 2 The numbers in this illustration correspond with the instruction steps in this chapter: “1. Accessing the Create a New Invoice Page” on page 19 “2. Entering Your Contact Information” on page 19 “3. Entering Recipient Information” on page 20 “4. Entering Invoice Information” on page 23 “5. Entering Item Information” on page 24 “6. Entering a Discount, Shipping Fee, and Invoice Notes” on page 26 “7.
2 Creating Invoices Creating Invoices and Entering Details See “Including a Logo in Your Invoices” on page 74 for detailed instructions. 3. Entering Recipient Information 1. Enter the Recipient’s email address. (Required) As you type the email address, you will see a list of your address book contacts that match the characters you enter, starting with the third character.
Creating Invoices Creating Invoices and Entering Details 2 3. Enter Billing information. Setting Action First name Enter the recipient’s first or given name. Last name Enter the recipient’s last or family name. Business name Enter the name of recipient’s business. Country Select the country for the billing address. Address line 1 Address line 2 Enter up to 2 lines of the contact’s billing address.
2 Creating Invoices Creating Invoices and Entering Details Setting Action Zip code Enter the zip or postal code. City/State Enter the city name for the billing address in the first field. Select a state code from the drop down list in the second field. Additional information Enter any information you want to appear on the invoice. For example, use this field to track the contact’s account number.
Creating Invoices Creating Invoices and Entering Details 2 5. Click Save. The Create a new invoice page displays the recipient’s billing and shipping information. 4. Entering Invoice Information Review the Invoice Information section and make any necessary changes. 1. Change the Invoice number to use a different numbering system than the default. Invoice numbering automatically starts with 0001 and increments by 1 for each subsequent invoice.
2 Creating Invoices Creating Invoices and Entering Details 4. Change the Due date only if you selected Due on date specified in Payment terms. The Due date is automatically set to match the Payment terms. For example, if you select Net 30, the due date changes to a date that is 30 days after the Invoice date. NOT E : If you enter a date in Due date, Payment terms will automatically change to Due on date specified. 5.
Creating Invoices Creating Invoices and Entering Details 2 2. Enter the Date for the item. When you tab or click in the date field, a Calendar opens. Select the date from the Calendar or type the date in the field. 3. Enter the number of items in Quantity. 4. Enter a Unit price. If you selected a saved item, the stored unit price displays. 5. Select the Tax for this item. – If you selected a saved item with an assigned tax rate, the Tax displays. To change it, select a tax from the list.
2 Creating Invoices Creating Invoices and Entering Details NOT E : Each time you add an item to the invoice, an empty item row is added to the end of the list. The Plus button is another way to add rows to the invoice. 6. Entering a Discount, Shipping Fee, and Invoice Notes You can specify additional information that applies to the entire invoice. This information includes discounts, shipping and handling costs, and invoice notes. 1. Enter a Discount amount and select the type of discount.
Creating Invoices Creating Invoices and Entering Details 2 6. Enter Memo text, up to 150 characters. This text does not appear in the invoice. 7. Finalizing an Invoice When you have entered invoice information, you can perform several tasks using the buttons at the bottom of the page. Invoicing User’s Guide Send the invoice. See “Sending Invoices” on page 31.
2 Creating Invoices Previewing Invoices Preview the invoice to see it from your recipient’s point of view. See “Previewing Invoices” on page 28. Save invoice as a draft to complete or use as a template at a later time. See “Saving Invoices” on page 30. Save as Template to use the current invoice again. See “Saving an Invoice as a Template” on page 87. Close the invoice. When you close an invoice, a dialog box opens and gives you the option of saving your changes.
Creating Invoices Previewing Invoices 2 After reviewing the invoice, you can send, edit, or print it from the Preview invoice page.
2 Creating Invoices Saving Invoices Previewing an Invoice 1. Open the Create a new invoice page and enter invoice information. See “Creating Invoices and Entering Details” on page 17 for detailed instructions. 2. Click Preview at the bottom of the Create a New Invoice page. The Preview page opens. The Preview box displays your contact information, invoice dates, payment terms, and the invoice information you entered. 3. Review the invoice and determine whether it is ready to send. 4.
Creating Invoices Sending Invoices 2 4. Click Save Invoice at the bottom of the page. The date and time you saved the invoice appears at the bottom of the page. Sending Invoices After you enter invoice information, you can send the invoice from the Create a new invoice page or preview it before sending. When you send invoices, an email notifications are sent to your recipients. PayPal account holders see invoices in their account History. You can see the invoices in your Manage Invoices page.
2 Creating Invoices Printing Invoices See “Managing Your Invoices” on page 35 for more information. Printing Invoices If you need a copy of the invoice to send to your customer or for your records, you can print it from the Preview page or from the Invoice Details page. A print version of the invoice displays in a separate window.
Creating Invoices Printing Invoices 2 After printing, the window closes. Printing an Invoice from the Preview Page 1. Enter invoice information in the Create a new invoice page. See “Creating Invoices and Entering Details” on page 17 for detailed instructions. 2. Click Preview at the bottom of the Create a new invoice page. The Preview page opens. The Preview box displays your invoice information. 3. Click Print. A Print Invoice window and the Print dialog box open.
2 Creating Invoices Printing Invoices 4. Select a printer in the Print dialog box. 5. Click Print. After printing, close the Print Invoice. You can now perform other actions on the Preview page. Printing an Invoice from the Invoice Details Page 1. Log in to your PayPal account. 2. Click the Request Money tab and then click the Manage Invoices subtab. The Manage invoices page opens. 3. Click an invoice number in the Invoice # column of the Manage Invoices page. The Invoice details page opens.
3 Managing Your Invoices After sending invoices, you’ll want to manage and track your invoices and payments. The Manage Invoices page contains a set of tools for you to quickly find the invoices you need and perform invoicing tasks. Read the following topics to learn about managing your invoices.
3 Managing Your Invoices About the Manage Invoices Page Manage Invoices displays the list of invoices that you have sent or saved. It displays the following information for each invoice: 36 Column Description Invoice date Date sent or saved. Due date Date payment is due according to the payment terms in the invoice. Recipient Name of the recipient or the recipient’s company name if one was used in the invoice.
Managing Your Invoices About the Manage Invoices Page Column Description Action Available actions for the invoice depending on the invoice’s status. If there are multiple actions, an arrow displays in the box. Amount Invoice total amount. Memo Displays an icon when the invoice contains a note to yourself. Hover over the icon to display the contents of the memo. 3 Manage Invoices displays 20 invoices per page.
3 Managing Your Invoices Searching Invoices Status Description Canceled Invoice was canceled. Draft Invoice was created and saved. It was not sent to the recipient. Marked as paid Invoice was manually marked as paid. Paid Invoice was paid by a PayPal account holder. Sent Invoice was sent. Depending on an invoice’s status, you can perform certain actions on an invoice. For example, you can print all invoices, but you can only edit invoices that have not been paid, marked as paid, or canceled.
Managing Your Invoices Searching Invoices 3 About the Basic Filters Basic filter contains predefined filters for some of the most common searches you might need. Filter Results All active All invoices that have not been archived. Unsent Saved invoices. The invoice status is Draft. Unpaid Sent invoices that have not been paid. The invoice status is Sent. Paid Paid invoices. The invoice status is either Paid or Marked as paid. Past due Sent invoices that are past their due dates.
3 Managing Your Invoices Searching Invoices Filter Search Criteria Payment date Specify the payment date range. Enter the From and To dates of the date range in the text boxes or use the Calendar controls to select them. Due date Specify the due date range. Enter the From and To dates of the date range in the text boxes or use the Calendar controls to select them. Invoice date Specify the invoice date range.
Managing Your Invoices Searching Invoices 3 Searching Invoices with an Advanced Filter 1. Log in to your PayPal account. 2. Click the Request Money tab and then click the Manage Invoices subtab. The Manage invoices page opens. 3. Click Advanced filter. The Advanced filter search box displays on the page. The Basic filter search box moves to the back. 4. Select a filter in Filter by.
3 Managing Your Invoices Reviewing Invoice Details 7. Click Show. The Manage Invoices page displays a list of invoices that match your criteria. If there are no matches, the page displays a message indicating that there are no matches. Reviewing Invoice Details The Manage Invoices page lists the invoices that you sent or saved. Invoices also appear in your History page. You can view detailed information for an invoice in the Invoice details page.
Managing Your Invoices Reviewing Invoice Details 3 Use the Invoice details page to review the contents of the invoice, recipient information, and the invoice terms. From this page, you can perform the following actions for open invoices. Edit: Update or change the invoice contents. For example, if the recipient moved, you can edit the address information. See “Editing Invoices” on page 47 for instructions. Remind: Send an email reminder to the recipient.
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Managing Your Invoices Reviewing Invoice Details 3 Opening Invoice Details From the Manage Invoice Page 1. Log in to your PayPal account. 2. Click the Request Money tab and then click the Manage Invoices subtab. The Manage invoices page opens. 3. Click the invoice number in the Invoice # column to open that invoice. The Invoice details page opens.
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Managing Your Invoices Editing Invoices 3 4. Click a button to perform an action on this invoice. For example, click Print to make a copy of the invoice for your records. - Or Click Go to Manage Invoices to return to the Manage Invoices page. Editing Invoices You can update or change invoices that have not been paid, marked as paid, or canceled. For example, if your customer ordered another item, you can add it to an existing invoice.
3 Managing Your Invoices Editing Invoices 4. Add or change the logo for the invoice. Setting Action Add logo Click to add a logo. This setting appears when the invoice does not have a logo. Change logo Click to use a different logo. This setting appears when the invoice contains a logo. Remove logo Click to delete the logo. This setting appears when the invoice contains a logo. See “Including a Logo in Your Invoices” on page 74 for detailed instructions. 5.
Managing Your Invoices Exporting Invoice Information 3 10.Edit or add shipping and discount information: Setting Action Discount Enter a number and select a discount type. Shipping/handling Enter an amount. Tax on shipping Select the tax to apply to the shipping or handling fee. If the correct tax rate is not listed, add a new tax. See “Adding Tax Information in an Invoice or Template” on page 128 for instructions. 11.
3 Managing Your Invoices Exporting Invoice Information Additional columns appear for item details, tax amounts, shipping amounts and discount amounts. See “Invoice Details Activity Information” on page 50 for more information about the columns contained in this download. Invoice Summary Activity Information The default download contains invoice summary information. Each row can contain the information in the following table.
Managing Your Invoices Exporting Invoice Information 3 – Tax total Discount amount row: Displays invoice identification information and an amount in the Discount amount column. The following table contains a complete list of the columns in the invoice details activity.
3 Managing Your Invoices Exporting Invoice Information 4. Click CSV above the invoice list. The Download your activity dialog box opens. 5. Select a type in Choose the file type. The file type specifies how you want the activity data separated in each row. For example, select Comma delimited to use a comma to separate the columns. 6. Click Include Item Details to export detailed information about each item in the invoice. 7. Click Download. The File Download dialog box opens. 8. Click Save.
Managing Your Invoices Exporting Invoice Information 3 Downloading and Opening Invoice Activity 1. Log in to your PayPal account. 2. Click the Request Money tab and then click the Manage Invoices subtab. The Manage invoices page opens. 3. Search for the invoices to export by applying a Basic or Advanced filter. See “Searching Invoices” on page 38 for instructions. 4. Click CSV above the invoice list. The Download your activity dialog box opens. 5. Select a type in Choose the file type.
3 Managing Your Invoices Copying Invoices Copying Invoices You can copy an existing invoice as a quick way to create a new invoice. When you copy an invoice, the Create a new invoice page opens and displays an exact replica of the original invoice except for the invoice number, invoice date, and due date. These three fields are reset. You can make any necessary edits before sending the invoice. You can copy an invoice from the Manage Invoices page or from the Invoice details page.
Managing Your Invoices Sending Invoice Reminders 3 Sending Invoice Reminders If you have not received payment for your invoice, you can send a reminder that payment is due. You can send invoice reminders for open invoices through the Manage Invoices page. The reminder is an email message that you send to the invoice recipient. The email subject contains the invoice number to help identify the invoice. You can include a personal message of up to 1,000 characters.
3 Managing Your Invoices Canceling Invoices 7. Click Send Reminder. The Manage Invoices page displays a message confirming that your reminder was sent. If you chose to receive a copy of the email, it will arrive in your email shortly. Canceling Invoices When a recipient cancels an order or you decide not to pursue an invoice for some reason, you can cancel it through the Invoice details page. You can also cancel an invoice using an option in the Manage Invoices page.
Managing Your Invoices Canceling Invoices 3 6. Click Send Cancelation. The Manage Invoices page displays a message confirming that the invoice was canceled and an email was sent to the recipient. The invoice’s Status displays Canceled. If you chose to receive a copy of the email, it will arrive in your email shortly. Canceling an Invoice from the Invoice Details Page 1. Log in to your PayPal account. 2.
3 Managing Your Invoices Archiving and Unarchiving Invoices 5. Enter a Note to the recipient. (Optional) Note text cannot exceed 1,000 characters. It appears in the body of the email message. 6. Click Send Cancelation. The Invoice details page displays a message confirming that the invoice was canceled and an email was sent to the recipient. If you chose to receive a copy of the email, it will arrive in your email shortly. 7. Click Go to log or Go to Manage Invoices to return to your starting page.
Managing Your Invoices Archiving and Unarchiving Invoices 3 3. Click the selection box next to each invoice to archive. To select all displayed invoices, click the section box at the top of the column. Each selected invoice is highlighted. 4. Click Archive. The Manage Invoices page displays only the active invoices. You can search for your archived invoices using an Advanced filter. Unarchiving an Invoice 1. Log in to your PayPal account. 2.
3 Managing Your Invoices Archiving and Unarchiving Invoices 4. Select Archived Items in Filter by. 5. Enter a date range for Invoice date, Due date, or Payment date to further filter your search. 6. Click Show. A list of archived invoices meeting your search criteria displays in the page. 7. Click the selection box for the invoices to unarchive. To select all displayed invoices, click the selection box at the top of the column. 8. Click Unarchive.
Managing Your Invoices About Invoices and Shipping 3 About Invoices and Shipping The ability to create shipping labels and packing slips for your orders is not integrated in PayPal invoicing. However, when you receive a PayPal payment for an invoice, you can print shipping labels and packing slips by opening the payment’s Transaction Details page and using the links listed there.
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4 Managing Invoice Payments PayPal Invoicing automatically records payments made through PayPal accounts. You can manually record payments made by invoice recipients without PayPal accounts or by PayPal account holders who choose to use a different payment method.
4 Managing Invoice Payments Viewing PayPal Invoice Payments payment. Use this link to see more information about the payment, issue a refund, manage tracking information, or print a shipping label or packing slip. Viewing a PayPal Invoice Payment 1. Log in to your PayPal account. 2. Click the Request Money tab and then click the Manage Invoices subtab. The Manage invoices page opens. 3. Click the invoice number in the Invoice # column to open that invoice. The Invoice details page opens. 4.
Managing Invoice Payments Recording Invoice Payments 4 Recording Invoice Payments Invoice recipients do not need a PayPal account to pay your invoices. They can pay online using a debit or credit card, or pay offline by mailing payments or making wire transfers. When recipients use a method other than PayPal to pay an invoice, PayPal cannot update the invoice status for you. You must manually record the payment information and mark the invoice as paid.
4 Managing Invoice Payments Recording Invoice Payments 4. Select a Payment method. 5. Enter a Payment date or select one from the Calendar. 6. Enter an optional Note of 300 characters or less. 7. Click Save. The Manage Invoices page displays the Marked as paid status for the invoice. Viewing and Editing Manually Recorded Payments NOT E : This task describes how to access the Invoice details page from the Manage Invoices page.
Managing Invoice Payments Recording Invoice Payments 4 4. Click View/edit details. The Mark as paid dialog box opens. It displays the invoice number, invoice date, the invoice amount, and the saved payment information for this invoice. 5. Update the payment information for the invoice.
4 Managing Invoice Payments Recording Invoice Payments 6. Click Save Changes. The Mark as paid dialog box closes. You can continue to review the Invoice details page or perform other actions. 7. Click Go to Manage Invoices. The Invoice details page closes and the Manage Invoices page opens.
5 Customizing Your Invoice Information You can customize what appears on your invoices by editing your contact information or including a logo. Read the following topics to learn about customizing your invoices.
5 Customizing Your Invoice Information Customizing Your Contact Information Editing Your Contact Information in an Invoice NOT E : Any changes you make to your invoice contact information will not affect the information stored in your Account Profile. 1. Log in to your PayPal account. 2. Click the Request Money tab and then click Create Invoice. The Create a new invoice page opens. 3. Click Edit contact information. The Your contact information page opens.
Customizing Your Invoice Information Customizing Your Contact Information 5 4. Add or edit your contact information. NOT E : Invoicing User’s Guide All information on this page is optional.
5 Customizing Your Invoice Information Customizing Your Contact Information Setting Action Business Name Enter the name of your business. This item is included in the invoice. First Name Enter your first or given name. When you first create an invoice, this information is accessed from your Account Profile. If you change and save it, the edited name will be used for all future invoices. Last Name Enter your last or family name.
Customizing Your Invoice Information Customizing Your Contact Information 5 3. Click Invoice Settings. The Enter your contact information page opens. 4. Add or edit your contact information. NOT E : All information on this page is optional. Setting Action Business Name Enter your business name as you want it to appear on an invoice. First Name Enter your first or given name. When you first create an invoice, this information is accessed from your Account Profile.
5 Customizing Your Invoice Information Including a Logo in Your Invoices Setting Action Last Name Enter your last or family name. When you first create an invoice, this information is accessed from your Account Profile. If you change it, the edited name will be used for all future invoices. Address Select your address. Addresses are stored in your Account Profile. To exclude the address from the invoice, select Don’t show on invoice. Phone Select your phone number.
Customizing Your Invoice Information Including a Logo in Your Invoices 5 You can add or change an invoice logo when you create an invoice, or through the Invoice Logo page in Invoice Settings. Adding a Logo When You Create an Invoice 1. Log in to your PayPal account. 2. Click the Request Money tab and then click Create Invoice. The Create a new invoice page opens. 3. Click Add Logo. The Add your invoice logo page opens. 4. Click Browse. The Browse dialog box opens. 5.
5 Customizing Your Invoice Information Including a Logo in Your Invoices IM PORT AN T : When you click Agree and Save you are certifying that you have the right to distribute the image and that it does not violate the PayPal User Agreement and the Acceptable Use policies. The logo displays in the Create a new invoice page and is included with the invoice when you send or save it. Adding a Logo in Invoice Settings 1. Log in to your PayPal account. 2.
Customizing Your Invoice Information Including a Logo in Your Invoices 5 IM PORT AN T : When you click Agree and Save you are certifying that you have the right to distribute the image and that it does not violate the PayPal User Agreement and the Acceptable Use policies. The Add your invoice logo page replaces the gray box with your logo image and changes No file selected to the logo’s file name. The logo is included in all future invoices unless you remove it.
5 Customizing Your Invoice Information Including a Logo in Your Invoices 6. Select the logo file to use and click Open. 7. Click Agree and Save. IM PORT AN T : When you click Agree and Save you are certifying that you have the right to distribute the image and that it does not violate the PayPal User Agreement and the Acceptable Use policies. The Add your invoice logo page replaces the old logo image with the new logo image and displays the new logo’s file name next to the Browse button.
Customizing Your Invoice Information Including a Logo on Your Payment Page 5 5. Click Remove. The Add your invoice logo page displays a gray box instead of a logo and displays No file selected instead of the logo file name. Including a Logo on Your Payment Page You can use Invoice Settings as another way to add an image for your payment page. A payment logo is the image that your customers see when they pay you with PayPal.
5 Customizing Your Invoice Information Including a Logo on Your Payment Page 5. Click Browse. The Browse dialog box opens. 6. Select the logo file to use and click Open. 7. Click Agree and Save. IM PORT AN T : When you click Agree and Save you are certifying that you have the right to distribute the image and that it does not violate the PayPal User Agreement and the Acceptable Use policies.
Customizing Your Invoice Information Including a Logo on Your Payment Page 5 3. Click Invoice Settings. The Enter your contact information page opens. 4. Click Payment logo in the Invoice Settings box at the left of the page. The Add your payment logo page opens. It displays the logo currently stored in your Account Profile. 5. Click Browse. The Browse dialog box opens. 6. Select the logo file to use and click Open. 7. Click Agree and Save.
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6 Working with Invoice Templates Invoice templates allow you to create invoices faster. You store details about invoice items, prices, and standard tax rates in templates that you can use as a starting point for invoicing your customers. Read the following topics to learn about creating and managing invoice templates.
6 Working with Invoice Templates About Invoice Templates How Invoice Settings Relate to Invoice Template Contents When you create a template, you can complete the invoice fields by entering the information directly or by selecting information that you have already saved in Invoice Settings.
Working with Invoice Templates About Invoice Templates Setting From Stored Information Your contact information Account Profile Displays the following information from your profile: Email address Name Street address Phone number(s) Send to Invoice Settings: Address book Recipient’s email address and the following optional information: Business name Billing address Shipping address Item information Invoice Settings: Saved items Item name and one or more of the following: Descripti
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Working with Invoice Templates Creating Templates 6 This page looks like the Create a new invoice page except that certain fields are inactive. For example, the Send to section is inactive because you only need recipient information for an invoice. Creating Templates You can create invoice templates in the following ways: 1. Enter invoice information in the Create a new invoice page and save it as a template. 2.
6 Working with Invoice Templates Creating Templates 6. Select the Payment terms for the template. 7. To change the currency for this template, select one in Select currency. 8. Enter one or more items. Setting Action Item name/ID Enter the item name. If you have saved items, select one from the list that appears when you click in the field. Date Enter the Date for the item. When you tab or click in the date field, a Calendar opens. Select the date from the Calendar or type the date in the field.
Working with Invoice Templates Creating Templates 6 12.Enter a template name in the text box. 13.Select Make this my default template to use this template as your default. 14.Click Save. The Create a new invoice page opens and automatically selects the new template. You can send an invoice using your new template directly from this page. Creating a Template in the Create a New Invoice Page 1. Log in to your PayPal account. 2. Click the Request Money tab and then click Create Invoice.
6 Working with Invoice Templates Creating Templates 4. Add or change the logo for the template. Setting Action Add logo Click to add a logo to the template. This setting appears when the template does not have a logo. Change logo Click to use a different logo. This setting appears when the template already contains a logo. Remove logo Click to delete the logo. This setting appears when the template already contains a logo.
Working with Invoice Templates Creating Templates Setting Action Tax on shipping Select the tax to apply to the shipping or handling fee. If the correct tax rate is not listed, add a new tax. See “Adding Tax Information in an Invoice or Template” on page 128 for instructions. 6 10.Enter invoice notes and text: – Enter Terms and conditions text, up to 1,000 characters. This text appears on an invoice. – Enter Note to recipient text, up to 1,000 characters. This text appears on an invoice.
6 Working with Invoice Templates Creating Templates 4. Click Templates in the Invoice Settings navigation list. The Manage your templates page opens. 5. Click Create a New Template. The Edit template page opens. It automatically displays the information from your default invoice template. 6. Add or change the logo for the template. Setting Action Add logo Click to add a logo to the template. This setting appears when the template does not have a logo. Change logo Click to use a different logo.
Working with Invoice Templates Creating Templates 6 11. Enter shipping and discount information: Setting Action Discount Enter a number and select a discount type. Shipping/handling Enter an amount. Tax on shipping Select the tax to apply to the shipping or handling fee. If the correct tax rate is not listed, add a new tax. See “Adding Tax Information in an Invoice or Template” on page 128 for instructions. 12.Enter invoice notes and text: – Enter Terms and conditions text, up to 1,000 characters.
6 Working with Invoice Templates Managing Templates Managing Templates When you create templates, you save information about invoice items, tax and shipping informations, and your contact information. When item costs or other information changes, you can edit your template to reflect the new information. You can make these changes as you create invoices.
Working with Invoice Templates Managing Templates 6 3. Click Invoice Settings. The Enter your contact information page opens. 4. Click Templates in the Invoice Settings navigation list. The Manage your templates page opens. 5. Select Edit next to the template you want to see. The Edit template page opens. The information for the selected template displays.
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Working with Invoice Templates Managing Templates 6 6. Add or change the logo included with the template. Setting Action Add logo Click to add a logo to the template. This setting appears when the template does not have a logo. Change logo Click to use a different logo. This setting appears when the template already contains a logo. Remove logo Click to delete the logo. This setting appears when the template already contains a logo.
6 Working with Invoice Templates Managing Templates Setting Action Tax on shipping Select the tax to apply to the shipping or handling fee. If the correct tax rate is not listed, add a new tax. See “Managing Your Tax Information” on page 127 for instructions. 12.Enter invoice notes and text: – Enter Terms and conditions text, up to 1,000 characters. This text appears on an invoice. – Enter Note to recipient text, up to 1,000 characters. This text appears on an invoice.
Working with Invoice Templates Managing Templates 6 4. Click Templates in the Invoice Settings navigation list. The Manage your templates page opens. 5. Click Set as default in the Default column for the template to use as the default. The Default column entry changes to Current default and the template information is highlighted. The old default template now displays Set as default in the Default column. When you create a new invoice, it will automatically select the default template.
6 Working with Invoice Templates Managing Templates 7. After reviewing the invoice, perform one of the following actions. – Click Save Template. The Manage your templates page opens. It displays a list of your invoice templates. – Click Print to print the sample invoice.
Working with Invoice Templates Managing Templates 6 – Click Edit to change template information. See “Editing a Template” on page 94 for instructions. Deleting Templates 1. Log in to your PayPal account. 2. Click the Request Money tab. 3. Click Invoice Settings. The Enter your contact information page opens. 4. Click Templates in the Invoice Settings navigation list. The Manage your templates page opens. 5. Select Delete in the Actions column for the template to remove.
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7 Working with the Address Book Use the Address book to store contact information for your customers. You can access your Address book information through Invoice Settings or during the invoicing process. Read the following topics to learn about creating and managing Address book entries.
7 Working with the Address Book Accessing the Address Book Accessing the Address Book You can access the Address book in the following ways: Click the Address book link in the Create a new invoice page. The Address book page opens and lists your contacts. You can search for a contact or add a new one to use in the invoice. Click the recipient name in the Manage Invoices page. The Address book page opens and displays the contact’s information in the right column.
Working with the Address Book Adding Contacts to the Address Book 7 5. Enter Billing information (optional). Field Description First name Enter the recipient’s first or given name. Last name Enter the recipient’s last or family name. Business name Enter the name of recipient’s business. Country Select the country from the drop down list. Address line 1 Address line 2 Enter up to 2 lines of the recipient’s address.
7 Working with the Address Book Adding Contacts to the Address Book Field Description Zip code Enter the zip or postal code. City/State Enter the city name in the first field. Select a state code from the drop down list in the second field. Additional information Enter any information you want to track for this recipient. For example, you can enter your recipient’s account number in this field. 6. Click Update recipient’s billing information in my address book. 7.
Working with the Address Book Adding Contacts to the Address Book 7 9. Click Save. When you save the recipient information, it displays the address information in the invoice. If you chose to save the billing or shipping information, you will see this information in your Address book. Adding a Contact in the Address Book Page 1. Log in to your PayPal account. 2. Click the Request Money tab. 3. Open the Address book page. – Click Invoice Settings. The Enter your contact information page opens.
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Working with the Address Book Adding Contacts to the Address Book 7 5. Enter Primary contact information. You must enter an email address, but the rest of the fields are optional. Field Description Email address Enter the contact’s email address. (Required) First name Enter the contact’s first or given name. Last name Enter the contact’s last or family name. Company Enter the name of contact’s business. Phone number 1 Enter a phone number. Select a phone number type from the drop down list.
7 Working with the Address Book Editing Address Book Entries 7. Click Enter a different address in Shipping information to enter a separate shipping address. When you select this option, the Add Contact page displays shipping address fields. Field Description Country Select the shipping address country from the drop down list. Address Line 1 Address Line 2 Enter up to 2 lines of the contact’s shipping address. Zip Code Enter the zip or postal code.
Working with the Address Book Editing Address Book Entries 7 – Click Invoice Settings. The Enter your contact information page opens Click Address book in the Invoice Settings navigation box. - Or – Click Create an invoice. The Create a new invoice page opens. Click Address book. 4. Select the contact to edit in the address list on the left side of the page. The contact’s information appears on the right side of the page. 5. Click Edit. The Edit contact information page opens.
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Working with the Address Book Editing Address Book Entries 7 6. Edit the Primary contact information. Field Description Email address Contact’s email address. (Required) First name Contact’s first or given name. Last name Contact’s last or family name. Company Name of contact’s business. Phone number 1 First phone number. Select a phone number type from the drop down list. For example, if this is a mobile phone number, select Mobile. Phone number 2 Second phone number.
7 Working with the Address Book Searching for Contacts 8. Edit any existing shipping information. - Or Click Enter a different address in Shipping information to enter a shipping address. When you select this option, the Edit Contact page displays shipping address fields. Field Description Country Shipping address country; select from the drop down list. Address Line 1 Address Line 2 Up to 2 lines of the contact’s shipping address. Zip Code Zip or postal code.
Working with the Address Book Deleting Address Book Entries 7 search by entering more characters. If you want Search to start before the third character, click Go. If there are no matches, a message displays. Enter different search text to try again. Searching for a Contact 1. Open the Address book. Click Address book in the Create an invoice page. - Or Click Address book in Invoice Settings. 2. Begin entering text in Search. Address book begins searching for matches on the third character.
7 Working with the Address Book Deleting Address Book Entries Deleting Contacts You can access your address book from the Create a new invoice page to delete contact information for a recipient. 1. Log in to your PayPal account. 2. Click the Request Money tab. 3. Open the Address book page. – Click Invoice Settings. The Enter your contact information page opens. Click Address book in the Invoice Settings navigation box. - Or – Click Create an invoice. The Create a new invoice page opens.
Working with the Address Book Deleting Address Book Entries 7 6. Click Delete. The Address book page opens. The deleted contact no longer appears in the list on the left side of the page. 7. You can now work on other Address book entries. - Or If you opened the Address book from the Create a new invoice page and do not want to use an Address book contact in your invoice, click Go to invoice. The Create a new invoice page opens. It does not display a recipient.
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8 Working with Saved Items If you frequently include particular items in your invoices, such as your best-selling products or services, you can store that information and use it again to save time when you create invoices. Read the following topics to learn about saving and editing invoice items.
8 Working with Saved Items Adding a Saved Item What’s in a Saved Item? Item name: (Required) Identifies the item. You can use the item’s name or some other identifier. This name appears on the invoice. Description: Describes the item to your customer. This information appears on the invoice. One way to use the description is to identify the SKU# for the item. Description has a maximum of 300 characters. Currency: Currency code to use for this item.
Working with Saved Items Adding a Saved Item 8 NOT E : This field is not stored with the item, but is required to send an invoice. – Unit price Enter the price of a single item. This price is required to save the item. – Tax Automatically set to No tax. Select a tax from the drop down list, if this item is subject to tax. If the tax does not appear in the drop down list, select Add tax to create one. See “Adding Tax Information” on page 128 for instructions.
8 Working with Saved Items Adding a Saved Item 6. Enter item information. – Item name Enter the item name. This is a required field. The name appears in the drop down list when you enter invoice items. – Description Enter optional information about the item to include in the invoice. Use the description to help the recipient identify the item or to track additional information, such as the product SKU#. – Currency Select the currency to use for this item. – Unit price Enter the price of a single item.
Working with Saved Items Editing Saved Items 8 7. Click Save. The item appears in the list of saved items on the page. When you create a new invoice, the item appears in the drop down list when you click in Item Name/ID. Editing Saved Items If item information has changed or you want to add more information to a saved item, you can make those changes in the Saved items page. There are no restrictions on what you can change for a saved item.
8 Working with Saved Items Editing Saved Items 6. Change or add information in any of the fields: – Item name This is a required field. The name appears in the drop down list when you enter invoice items. – Description Optional information about the item to include in the invoice. Use the description to help the recipient identify the item or to track additional information, such as the product SKU#. – Currency Change the currency to use for this item. – Unit price Change the price of a single item.
Working with Saved Items Deleting Saved Items 8 7. Click Save. The edited item appears in the list of saved items on the page. When you create a new invoice, the edited item appears in the drop down list when you click in Item Name/ID. Deleting Saved Items You can delete any saved item in the Saved items page. Deleting a saved item does not affect any existing invoices or templates that use that item. To remove the deleted item from a template, you must edit the template.
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9 Managing Your Tax Information If you must collect tax on invoice items or shipping costs, you can add the tax rates to your Invoice Settings to use in your invoices. Read the following topics to learn about saving and editing invoice items. “About Tax Information” on page 127 “Adding Tax Information” on page 128 “Editing Tax Information” on page 132 “Deleting Tax Information” on page 134 About Tax Information You can store tax information to use in your invoices.
9 Managing Your Tax Information Adding Tax Information Changing or deleting tax information does not affect existing invoices, saved items, or templates that contain the old tax information. To reflect the new tax in a saved item or template, you must edit them. See “Managing Templates” on page 94 and “Editing Saved Items” on page 123 for instructions. Adding Tax Information You can add tax information in two ways: 1.
Managing Your Tax Information Adding Tax Information 9 The Enter your tax information box opens. 2. Enter a name in Tax name. Tax names have a maximum of 6 characters. 3. Enter a tax percentage in Percentage.
9 Managing Your Tax Information Adding Tax Information 4. Click Save. The tax name and percentage display in the invoice or template. The tax appears in the Enter your tax information page in Invoice Settings and appears as a selection in the Tax and Tax on shipping drop down lists. Adding Tax Information in Invoice Settings 1. Log in to your PayPal account. 2. Click the Request Money tab. 3. Click Invoice Settings. The Enter your contact information page opens. 4.
Managing Your Tax Information Adding Tax Information 9 Adding Tax Information in a Saved Item 1. Log in to your PayPal account. 2. Click the Request Money tab. 3. Click Invoice Settings. The Enter your contact information page opens. 4. Click Saved Items in the Invoice Settings box at the left of the page. 5. Click Add a new item. The Add a new item dialog box opens for a new item. - Or Click Edit for an existing item. The Edit item dialog box opens. 6. Select Add tax in Tax. 7. Enter Tax name. 8.
9 Managing Your Tax Information Editing Tax Information 9. Enter or update any other information for the saved item. 10.Click Save. The tax rate is saved with the item description. When you use this saved item in an invoice or template, the tax rate will be set automatically. The new tax will appear in the Tax information page in Invoice Settings. Editing Tax Information If your tax information has changed, you can edit the tax in the Enter your tax information page.
Managing Your Tax Information Editing Tax Information 9 See “Managing Templates” on page 94 for instructions on updating your templates and Editing Saved Items for instructions on updating saved items. Editing a Tax 1. Log in to your PayPal account. 2. Click the Request Money tab. 3. Click Invoice Settings. The Enter your contact information page opens. 4. Click Tax information in the Invoice Settings box at the left of the page. 5. Edit the Tax name to rename the tax.
9 Managing Your Tax Information Deleting Tax Information 6. Enter a percentage in Rate to change the tax calculation. 7. Click Save. The edited tax is saved. When you create a new invoice, the edited tax appears the Tax or Tax on shipping drop down lists. Deleting Tax Information You can delete any tax in the Tax Information page. Deleting a tax does not affect any invoices you sent that used it.
10 Invoice Administration Managing invoices and maintaining invoice settings are on-going tasks. Invoicing lets you easily find, manage, and track your invoices and payments, allowing you to spend more time on your business instead of administrative tasks. Keeping your Invoice Settings updated helps your invoicing tasks to run smoothly. When your invoice settings are current, you can create invoices quickly without having to leave the Create a new invoice page.
10 Invoice Administration Maintaining Your Invoice Settings For instructions on using the Manage Invoices page, see “Managing Your Invoices” on page 35. For information on managing your payments, see “Managing Invoice Payments” on page 63. Maintaining Your Invoice Settings Use Invoice Settings to store information to use during invoice creation. You can store your invoice contact information, your logo, tax information, invoice items and costs, invoice templates, and recipient contact information.
Invoice Administration Invoicing and Reporting 10 To give users access to Invoicing, you add them to your Account Profile in Manage User and grant them Request Money access. Request Money access allows users to send invoices, send money requests, and add or update Invoice Settings. It is up to the account holder or administrator to assign specific tasks to users. For information about adding users to your account, see the Merchant Setup and Administration Guide.
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