Transfer PayPal Funds

The Party has a PayPal Pro account which allows supporters to use either their own PayPal account or VISA or MasterCard credit cards to join the Party or make a donation. Periodically (every week or two) this money needs to be transferred from the PayPal account to the Party's chequing account. At some point we may be able to 'spend' the money in the PayPal account, i.e. transfer money to suppliers. At the moment, the Treasurer keeps $200 in the PayPal account for such an eventuality. Unfortunately PayPal wont even allow us to transfer the monthly $39.55 fee for PayPal Pro to PayPal! The Party has transferred funds to the Campaign Director's account as an advance to pay for Campaign Materials during an election. It is treated as a "Petty Cash" account and the Campaign Director must periodically account for the funds spent.

It is recommended to keep printed records of donations received and recorded on CiviCRM. This serves to find discrepancies when reconciling the accounting system with CRM. It may also be required for audit by the Party's Auditor, Elections Ontario or the CRA for up to seven years.

Printed reports should be prepared whenever funds are transferred from PayPal to the Party's chequing account. This consists of three parts for PayPal Donations. (See sample here.

1. A listing of all donations received by PayPal since the previous transfer with totals of Donations, Fees, and Net Amount. It may be divided to show AGM Registration Fees, Out of province memberships, or campaign versus annual donations. At the bottom it should include a summary of the accounting entries.
2. A listing of the donations recorded on CRM for the same period of time.
3. A PDF listing of donations recorded on PayPal for the same period.

In addition to a printed copy, it is recommended to make a PDF copy which can be provided to the Auditor if requested. Each section can be identified as:

1. Donations yy-mm-dd XLS.pdf
2. Donations yy-mm-dd CRM.pdf
3. Donations yy-mm-dd Paypal.pdf

If you have a PDF editor program consolidate the three files into one, "Donations yy-mm-dd."

Transfer Funds from PayPal

The actual transfer of funds is simple. PayPal provides a function to transfer some or all of the funds in the account to our TD Canada Trust chequing account. It arrives in the account 2-3 days after the transfer is processed by PayPal. After logging in to PayPal, select <Money> from the blue menus and <Transfer Money>. Choose the FROM and TO accounts and the amount to be transferred.

Reconciling the donations and other fees (e.g. Conventions and AGMs) received by PayPal and recorded in CiviCRM is a little more complicated. (Fees and membership dues from members living outside of Ontario are not treated as donations.)

Print CRM Report

It is recommended to print this report first and then compare it to the PayPal display of donations received since the last withdrawal. There has been an incident where donations were initiated in PayPal rather than CRM. As a result, they were not recorded on CRM and had to be added manually.

1. Click on <Donations - Donation Reports> to bring up the list of Contribution Reports.
2. Select <Report PayPal Donation>. This will show a list of the PayPal amounts from the last report.
3. Click on <Search Parameters>, look for the Received Date and change the From to the date in the To Date and the To date to the current date.
4. Click on [Preview Report]. If all of the amounts reported for the first date were included on the previous PayPal report, click on <Search Parameters> and add 1 day to the From date, and click on [Preview report].
5. If the report looks good, click on [Update Report].
6. If the total donations is NOT the same as on the PayPal Transactions sheet, identify and correct the discrepancies and restart from step 1.
7. If the totals and details match, click on [Print report]. Create both a printed copy and a PDF copy.

Download and Print PayPal files

This procedure requires the PayPal Transaction workbook from the previous Treasurer.

1. Log on to PayPal
2. Click on <Activity> in the top menu.
3. Note the date of the prevous Transfer to Bank Account. Note if there were transactions on the same date but before the Transfer.  You will need to adjust for such transactions. 
4. Click on the [Download] link on the right side of the screen just above the column headers.
5. There is a note under the "Create new report" heading indicating that the report will not include transactions occurring prior to a specified date and time. If that includes any donations, wait until they will be included before proceeding. The Transfer Transaction does not need to be downloaded;
6. Select a Date Range that starts with the date of the last Transfer to Bank Account and ends with the current date.
7. Select the CSV Format and click on [Create Report]. A new line will be added to the top of the list of Activity Reports with the Action Column on the left indicating Submitted, In Process, or Download.
8. Select the PDF format and repeat the above process;
9. When it shows Download, click on it.  The CSV and PDF files will be downloaded to your "Downloads" folder.
10. Print a copy of the PDF file and save it with the name indicated above.
11. Open this CSV file. 
12. Open the PayPal Transaction workbook.This spreadsheet will sum the Donations, Fees and Net columns, and transfer the sums to a table showing the accounting transactions. Delete the previous transactions and insert the new ones, as follows.
    1. Delete the columns in the Downloaded file that are nor included in the PayPal Transactions sheet.  Determine the number of donations in the file that occurred after the last Transfer.
    2. If there are donations in the downloaded file that occurred prior to the previous Transfer. they must be inserted above the line that shows this Transfer in the PayPal Transaction sheet, and, if more than one, insert another line to show the subtotal of these transactions.
    3. Adjust the lines for donations in the Paypal Transactions sheet to accommodate the number of (remaining) donations in the downloaded file. (Insert or delete lines in the middle of the list to preserve the format of the sheet.)
    4. Copy the donations that occurred after the previous Transfer from the downloaded file to the PayPal Transaction sheet.  The Total in the Net column should match the amount transferred.

This spreadsheet should be compared to the CRM report and any discrepancies corrected. 

PayPal Pro

PayPal Pro is the feature that allows our supporters to make donations by credit card without without having (or using) a PayPal account. The fee for this service is $35.00 per month. (As of May 2018, HST of $4.55 was added to the charge.) Unfortunately PayPal will not take payment from the Party's PayPal Account. Instead, it is charged to a credit card, currently Jim McIntosh's card.

To access PayPal Pro (to change the credit card, print invoices, change password), after logging in to PayPal, on the home page click on the PayPal Manager link, or log in to manager.paypal.com.

• Partner = PayPalCA
• Merchant Login = OLPppmanager