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PayPal Invoicing - 2010 User's Guide

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1. Characters 1000 Memo your recipient wont see this ag Characters 150 Preview Save Invoice Save as Template Ciose September 2010 Invoicing User s Guide Creating Invoices al Creating Invoices and Entering Details The numbers in this illustration correspond with the instruction steps in this chapter e l Accessing the Create a New Invoice Page on page 19 e 2 Entering Your Contact Information on page 19 e 3 Entering Recipient Information on page 20 e 4 Entering Invoice Information on page 23 e 5 Entering Item Information on page 24 e 6 Entering a Discount Shipping Fee and Invoice Notes on page 26 e 7 Finalizing an Invoice on page 27 1 Accessing the Create a New Invoice Page 1 Log in to your PayPal account 2 Click the Request Money tab 3 Click Create an Invoice The Create a new invoice page opens The default template is selected automatically If you have not added your own templates yet the PayPal Default Template is selected 4 To use a different template select one from Select a template See Working with Invoice Templates on page 83 for more information 2 Entering Your Contact Information 1 Edit Your contact information The displayed contact information is stored in your Account Profile information If your address phone number or email are incorrect you must correct them in your Profile page You can add more con
2. Save Cancel 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 now send an invoice using your new template Adding a Template 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 Invoicing User s Guide September 2010 91 92 Working with Invoice Templates Creating Templates Click Templates in the Invoice Settings navigation list The Manage your templates page opens Click Create a New Template The Edit template page opens It automatically displays the information from your default invoice template Add or change the logo for the template Setting Add logo Change logo Remove logo Action Click to add a logo to the template This setting appears when the template does not have a logo Click to use a different logo This setting appears when the template already contains a logo Click to delete the logo This setting appears when the template already contains a logo 10 See Including a Logo in Your Invoices on page 74 for detailed instructions Click Edit contact information to change your information for the new template See Customizing Your Contact Information on page 69 for instruct
3. 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 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 Enter Memo text up to 150 characters This text does not appear on an invoice 11 Click Save as Template The Save template dialog box opens The default template name displays in the text box 88 September 2010 Invoicing User s Guide Working with Invoice Templates a Creating Templates Save template Enter a name for your template and click Save The recipient s email address shipping and billing information won t be saved to the template Membership Package M Make this my default template To change your default go to your Invoice Settings Save Cancel 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 Crea
4. About the Advanced Filters on page 39 for a description of these filters 5 Enter search criteria for your filter if available For Status and Currency filters select an item from the drop down list For other filters enter the criteria to find 6 To use a date range to filter the search select a date type from And below the Filter by field and enter a date range Select a date from the Calendar control Or Enter the starting date in the first date field Select a date from the Calendar control Or Enter a date in the to field second date field Invoicing User s Guide September 2010 41 Managing Your Invoices Reviewing Invoice Details Select a filter to search Enter a value if available for invoices the filter you selected Basic filter Advanced fil Filter by Email vi jsmythe And Invoice date 771 2010 E to 7 21 2010 Show Leeeeeseeeeseeseose Specify the beginning and ending dates of the date range for an advanced search 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 You can access the
5. Description Shirt 12345 White Logo T Shirt Hat 23456 Black Hat with small logo Keychain 98765 Preview template PayPal Default Template Invoice number Invoice date Terms Due date Ship To Due on receipt Quantity Unit price 1 20 00 1 25 00 1 58 00 Subtotal Shipping handling CA Tax 9 75 Total 7 After reviewing the invoice perform one of the following actions Click Save Template Amount 20 00 25 00 8 00 53 00 4 95 5 17 63 12 USD The Manage your templates page opens It displays a list of your invoice templates Click Print to print the sample invoice September 2010 Invoicing User s Guide Working with Invoice Templates Managing Templates Click Edit to change template information See Editing a Template on page 94 for instructions Deleting Templates Invoicing User s Guide 1 2 3 Log in to your PayPal account Click the Request Money tab Click Invoice Settings The Enter your contact information page opens Click Templates in the Invoice Settings navigation list The Manage your templates page opens Select Delete in the Actions column for the template to remove The Delete template dialog box opens Click Delete to confirm that you want to delete this template The Manage your templates page opens The template you deleted no longer appears in the template list September 2010 101 Working with Invoice Te
6. 1000 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 Enter your tax information Enter tax information to use for future invoices Tax name For example Tax GST VAT CA Tax Rate 8 75 Invoicing User s Guide September 2010 129 as 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 Click Tax information in the Invoice Settings box at the left of the page Enter your tax information Invoice Settings Enter up to 10 taxes for example Tax GST VAT that will be available for specific items and invoices Your contact information Tax name Rate Invoice logo CA Tax 9 75 Payment logo 4 Tax information Saved items Templates Address book 5 Enter a name in an empty Tax name field Tax names have a maximum of 6 characters 6 Enter the tax percentage in the Percentage box next to the new name 7 Click Save When you create a new invoice your new tax rate appears in the Tax a
7. NOTE 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 September 2010 Invoicing User s Guide Customizing Your Invoice Information Customizing Your Contact Information 3 Click Invoice Settings The Enter your contact information page opens 4 Add or edit your contact information NOTE All information on this page is optional Enter your contact information Invoice Settings Your contact information Invoice logo Payment logo Tax information Saved items Templates Address book Enter the contact details that will appear on your invoices You don t have to complete all the fields To edit your address phone or email go to your PayPal Profile Business name First name Maya Last name Twain Address i 491 9th Street Austin TX 78701 United States v Phone Don t show on invoice Fax Email pgrisier us O2 paypal com Website Additional information For example your tax ID number Setting Business Name First Name Action Enter your business name as you want it to appear on an invoice Enter your first or given 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 Invoicing User s Guide S
8. 78 Including a Logo on Your Payment Page 2 00000 eee 79 Adding YourPaymentLogo 00 eee ee 79 Changing Your Payment Logo in Invoice Settings 2 4 80 Deleting Your Payment Logo in Invoice Settings 005 81 Chapter 6 Working with Invoice Templates 8 About Invoice Templates 2 a a 83 How Invoice Settings Relate to Invoice Template Contents 84 Working with Templates 2 2 2 a 85 Creating Templates 2 2 a 87 Saving an Invoice asa Template 0000 2 eee ee 87 Creating a Template in the Create a New Invoice Page 89 Adding a Template in Invoice Settings 0 00000008 91 Managing Templates a aoaaa a a 94 About the Manage Your Templates Page aoao aaa a a 94 Editinga Templates oi sra pa Daa a e a E a E E E a 94 Setting the Default Template o o a a eee ee 98 Previewing Templates a aoao aaa a 99 Deleting Templates a o aoaaa aa 101 Chapter 7 Working with the Address Book 103 About the Address Book oaoa a 103 Accessing the Address Book o aoaaa aa a 104 Adding Contacts to the Address Book a aaa a a 104 Saving Recipient Information to the Address Book oaao 104 Invoicing User s Guide September 2010 5 a Contents Adding a Contact in the Address Book Page 2 002000 0s 107 Editing Address Book Entries aoaaa 110 Editing a Contact oao
9. Add Contact Primary contact Information Billing Information Country United States he Email address You don t have to complete every field First name Last name Company Mobile Phone number 1 Work Phone number 2 Add more numbers Country United States Currency USD U S Dollars Language English v Additional information What is this Memo Save Cancel Address Line 1 Address Line 2 optional ZIP Code City State Shipping Information C Same as billing address Enter a different address Country United States Address Line 1 Address Line 2 optional ZIP Code City State 108 September 2010 Invoicing User s Guide Working with the Address Book Adding Contacts to the Address Book 5 Enter Primary contact information You must enter an email address but the rest of the fields are optional Field Email address First name Last name Company Phone number 1 Phone number 2 Add more numbers Country Currency Language Additional information Description Enter the contact s email address Required Enter the contact s first or given name Enter the contact s last or family name Enter the name of contact s business Enter a phone number Select a phone number type from the drop down list For example if this is a mobile phone n
10. Address book entries again Deleting Address Book Entries If you no longer need a contact you can delete the entry from the Address book You can access the Address book to delete entries in the following ways 1 Click the Address book link in an invoice 2 Select the Address book page in Invoice Settings Invoicing User s Guide September 2010 115 116 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 Click Address book 4 Click the contact to delete in the address list on the left side of the page The contact s information appears on the right side of the page Address book Go to Invoice Settings Search brown Mary Brown mbrown abc com Mary Brown Edit Delete Mary Brown ABC Corp mbrown abc com 408 555 9898 Mobile United States U S Dollars SUSD English Billing address 1234 Elm Street Garden City CA 95120 United States Shipping address Same as billing address Add a new contact 5 Click Delete T
11. 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 Select a shipping address option Don t show shipping information Select this option when you want to track shipping information but do not want it to appear in the invoice When you select this option the page does not display shipping information fields You must select the Same as billing address option to show the shipping information fields Same as billing address Select this option when the billing and shipping information are the same This option is automatically selected when you add address information for a recipient Enter a different address Select this option when the billing and shipping information are different and you want the shipping information to appear in the invoice When you select this option the Recipient information page displays shipping information fields for you to use 8 Enter Shipping Information Field Description First name Last name Business name Country Address line 1 Address line 2 Zip code City State Enter the recipient s first or
12. Guide Working with Invoice Templates a Managing Templates 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 Previewing Templates When you create or edit a template you can preview how an invoice based on that template will look 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 Create a new template and add information Or Edit an existing template See Creating Templates on page 87 and Editing a Template on page 94 for detailed instructions 6 Click Preview The Preview template page opens and displays a sample invoice It does not display information for fields that are not saved with the template Invoicing User s Guide September 2010 99 100 Working with Invoice Templates Managing Templates Maya Twain 491 9th Street Austin TX 78701 United States Phone Don t show on invoice parisier us O2 paypal com Bill To
13. Information The default download contains invoice summary information Each row can contain the information in the following table Date created Payment date Company Shipping amount Customer note Time created Invoice date Invoice date Due date Status From email To email Name Invoice number Currency Item total Discount amount Tax total Total invoice Transaction ID Terms note amount Invoice memo Invoice billing Other recipient Invoice shipping address details address Invoice Details Activity Information You can download item details for each invoice to see a breakdown of the invoice s contents In addition to the invoice summary information you ll see one item detail row for each invoice item If the invoice contains shipping charges or discounts there is one row for each A Type column identifies the kind of data included in the row e Invoice summary row Contains all of the information listed in the previous table e Invoice item row Contains the invoice identification fields and the following item specific columns Item date Item name Item description Item quantity Item unit price Item total Tax name Tax rate e Shipping amount row Displays invoice identification information and contains information in the following columns Shipping amount Tax name Tax rate September 2010 Invoicing User s Guide Managing Your Invoices So Exporting Invoice Information Tax total e Discount amou
14. Invoicing End to End on page 10 e What Does Your Customer See on page 11 e Accessing PayPal Invoicing on page 13 What is Invoicing PayPal Invoicing provides a way to create and send invoices to your customers Invoicing lets you save item details tax rates and recipients so you can use them for future invoices You can customize how your business information appears on the invoices making them more professional PayPal provides a default invoice template for you to use or you can create your own customized templates Using customized templates saves time by storing details about your items prices and standard tax rates Using Invoicing you send invoices by email and get paid through PayPal Your invoice recipients can view and pay through their PayPal accounts Recipients without PayPal accounts can pay you in several other ways Invoicing does not replace the Request Money feature You can still use Request Money for those items that don t need an invoice You access both the Invoicing and Request Money features from the Request Money tab in your PayPal account What s the Difference Between Request Money and Invoicing Use Request Money to request payment for goods or services where tracking item detail is not required or when sending payment requests to multiple recipients You must enter the total amount to be paid because Request Money does not calculate tax or add shipping amounts for you When you
15. See Printing Invoices on page 32 for instructions e Mark as Paid Manually set the invoice to Paid See Recording Invoice Payments on page 65 for instructions e Copy Use a copy of the invoice as the starting point for a new invoice See Copying Invoices on page 54 for instructions e Cancel Invoice Mark the invoice as canceled and send an email notification to the recipient See Canceling Invoices on page 56 for instructions After an invoice is paid or canceled you can only print or copy it Invoicing User s Guide September 2010 43 44 Managing Your Invoices Reviewing Invoice Details Invoice details Invoice sent to Memo Go to Manage Invoices Maya Twain 491 9th Street Austin TX 78701 United States Phone Dont show on invoice parisier us O2 paypal com Bill To parisier us 01 paypal com Description Shirt 12345 White Logo T Shirt Keychain 98765 Nick Michael Hat 23456 Black Hat with small logo Status Senton Jul 20 2010 Special tax in shipping Edit Remind Print Markas Paid Copy Cancel Invoice risier us 01 paypal com Invoice number 0008 Invoice date 7 20 2010 Payment terms Due on receipt Due date 7 20 2010 Quantity Unit price 1 20 00 1 25 00 1 8 00 Subtotal Shipping handling CA 8 25 Total September 2010 Amount 20 00 25 00 8 00 53 00 4 95 4 78 62 73 USD Invoicing User s Guide Managing
16. Unarchive whats this 1 I T Invoice date Due date Recipient Status Invoice Jul 20 2010 Jul 20 2010 ABC Corp Canceled 0002 I i Oi jw Jul 14 2010 Jul 14 2010 Draft ooo7 o i y 7 I Jun 28 2010 Jun 28 2010 ABC Corp Canceled 0001 j I Unarchive Whats this Oia 20 items per page Search for Archived items Select one or more Click Unarchive in Advanced filter archived invoices 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 The search results list refreshes and the unarchived invoice no longer appears The unarchived invoice appears in the All Active invoice list 60 September 2010 Invoicing User s Guide Managing Your Invoices oS About Invoices and Shipping 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 Invoicing User s Guide September 2010 61 ae Managing Your Invoices About Invoices and Shipping 62 September 2010 Invoicing User s Guide Managing Invoice Payments PayPal Invoicing automatically records payments made through PayPal accounts You can manually record payments
17. Your Invoices Ene Reviewing Invoice Details 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 Invoicing User s Guide September 2010 45 46 Managing Your Invoices Reviewing Invoice Details Invoice details Invoice sentto Nick Michael Edit Remind Print Markas Paid copy Go to Manage Invoices Maya Twain 491 9th Street Austin TX 78701 United States Phone Dont show on invoice pgrisier us O2 paypal com Bill To pagrisier us 01 paypal com Description Shirt 12345 White Logo T Shirt Hat 23456 Black Hat with small logo Keychain 98765 risier us O1 paypal com Status Senton Jul 20 2010 Memo Special tax in shipping Cancel Invoice Invoice number Invoice date Payment terms Due date September 2010 0008 7 20 2010 Due on receipt 7 20 2010 Quantity Unit price 4 20 00 4 25 00 1 3 00 Subtotal Shipping handling CA 8 25 Total Amount 20 00 25 00 8 00 53 00 4 95 4 78 62 73 USD Invoicing User s Guide Managing Your Invoices So Editing Invoices 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 Clic
18. as a template As you create an invoice you can choose to save some of the information in your Invoice Settings to reuse at a later time This information includes some of your contact information your logo recipient contact information invoice line items and tax amounts You use the Create a new invoice page to enter invoice information The following illustration shows the Create a new invoice page as it appears the first time you open it Invoicing User s Guide September 2010 17 18 Creating Invoices Creating Invoices and Entering Details Create a new invoice Secure da template PayPal Default Template default Looking for your old templates Your contact information Invoice information Invoice number 0001 Your logo add Invoice date Learn more 6 28 2010 5 Maya Twain 491 9th Street Payment terms Learn more Austin TX 78701 Due on receipt v United States Phone Dont show on invoice Due date pgrisier us 02 paypal com 6 28 2010 Ce Edit contact information Send to Address book Recipients email address A illing and shipping information optional qam USD U S Dollars namelD Date Quantity Unitprice Tax Amount amp 1 Notax 0 00 Description optional Terms and conditions Subtotal 0 00 For example your return or cancelation policy Discount a 0 00 Shipping handling 0 00 y Taxon shipping Notax Characters 1000 Total 0 00 Note to recipient
19. code in the second field select from the drop down list Invoicing User s Guide September 2010 113 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 Up to 2 lines of the contact s shipping address Address Line 2 Zip Code Zip or postal code City State Shipping address city name in the first field Shipping state code in the second field select from the drop down list 9 Enter text in Memo to track information for your own use NOTE This information does not appear in the invoice 10 Click Save The Address book page opens Your edited contact appears in the list on the left side of the page and is automatically selected The contact s information appears on the right side of the page 11 You can now add or edit other Address book entries Or If you opened the Address book from the Create a new invoice page click Add to Invoice The Create a new invoice page opens and displays the contact s edited information from the Address book Searching for Contacts When you open the Address book you can look for contacts using the Search field Address book Search looks through t
20. due This field is automatically set to Due on receipt For example to specify that full payment is due in 30 days select Net 30 NOTE When you select a different term the invoice Due date might change to match the option you selected September 2010 23 me 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 NOTE If you enter a date in Due date Payment terms will automatically change to Due on date specified Invoice information Invoice number 0006 Invoice date Learn more 7 14 2010 Ca Paymentterms Learn more Due on receipt v Due date 7 14 2010 C3 5 Entering Item Information Your invoice must contain at least one item before you can send it e If you started with the PayPal Default Template you must add item information e If you started with a template that contains item information review the included items and make any necessary changes You can add more items if necessary Select currency USD U S Dollars v Item name ID Date Quantity Unit price Tax Amount m No tax v 0 00 Description optional Complete the following information for each item 1 Enter the Item name ID If you have saved items you can select one from the
21. given name Enter the recipient s last or family name Enter the name of recipient s business Select the country from the drop down list Enter up to 2 lines of the recipient s address Enter the zip or postal code Enter the city name in the first field Select a state code from the drop down list in the second field Update recipient s shipping information in Select this option to save the shipping address in your Address address book book The recipient s shipping name and shipping business name are for this invoice only and not saved in the Address book September 2010 Invoicing User s Guide Working with the Address Book Adding Contacts to the Address Book 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 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 Click Add a new contact The Add Contact page opens Invoicing User s Guide September 2010 107 Working with the Address Book Adding Contacts to the Address Book
22. 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 Read the following topics to learn more about invoice administration e Managing Your Invoices and Payments on page 135 e Maintaining Your Invoice Settings on page 136 e Adding Users to Perform Invoicing Tasks on page 136 e Invoicing and Reporting on page 137 Managing Your Invoices and Payments The Manage Invoices page lists all the invoices you sent or saved Use this page as the starting point to research invoices perform actions and review or update payment information When you need to research one or more invoices use the Manage Invoices page to find them quickly To help you find invoices the Manage Invoices page contains basic and advanced filters In Basic filter you can use one of predefined filters to find paid unpaid past due or unsent invoices In Advanced filter you can select filter options and date ranges to narrow the search For example you can use an Advanced filter to find all invoices sent to a specific email address In the Action column of the Manage Invoices page you select options to cancel invoices copy invoices or send reminders to recipients When you cancel an invoice or send a reminder the recipient receives an email about the action You can view an invoice s details by clicking its invoice number
23. invoice logo must meet the following requirements e File format JPG GIF or PNG e File size limit 100KB maximum e File resolution 75 pixels high x 100 pixels wide maximum If your image does not meet these requirements adjust the image before you add it IMPORTANT Before you add a logo to use in your invoices you must certify that you have the right to distribute the image and that it does not violate the PayPal User Agreement and the Acceptable Use policies September 2010 Invoicing User s Guide Customizing Your Invoice Information ce Including a Logo in Your Invoices 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 Add your invoice logo Add the image you would like to see on this invoice and future invoices Your image may need to be re sized to fit the display area File format JPG GIF or PNG File size limit 100KB File resolution 75 h x 200 w pixels Browse M Save this logo to my Invoice Settings By uploading a file you certify that you have the right to distribute this image and that it does not violate the PayPal User Agreement and Acceptable Use Policies 4 Click Browse The Browse d
24. list that appears when you click in the field 24 September 2010 Invoicing User s Guide Creating Invoices Poa Creating Invoices and Entering Details 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 Ifthe item does not have a tax select No tax If the correct tax rate is not listed select Add tax See Adding Tax Information in an Invoice or Template on page 128 for instructions Taxes are not displayed at the item level The taxes applied to the invoice displays above the invoice total 6 Enter an item Description Optional 7 Click Save item to add it to your Invoice Settings When you save an item Save item changes to Item saved The item will appear in the Saved items page of your Invoice Settings See Working with Saved Items on page 119 for more information 8 Review the item Amount The Amount is calculated by multiplying Quantity times Unit price Amount does not include any specified tax for the item at this level Taxes are totalled for the invoice and display above the invoice total 9 To remove an it
25. 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 70 September 2010 Invoicing User s Guide Customizing Your Invoice Information el Customizing Your Contact Information Your contact information All the information on this page is optional To edit your address phone or email go to your PayPal profile Business name First name Maya Lastname Twain Address 491 9th Street Austin TX 78701 United States Y Phone Don t show on invoice Y Fax Email pgrisier us O2 paypal com Website Additional information For example your tax ID number I Save these changes to my Invoice Settings Save Cancel 4 Add or edit your contact information NOTE All information on this page is optional Invoicing User s Guide September 2010 71 72 Customizing Your Invoice Information Customizing Your Contact Information Setting Business Name First Name Last Name Address Phone Fax Email Website Additional Information Action Enter the name of your business This item is included in the invoice Enter your first or given name When you first create an invoice this information is accessed fro
26. of the memo Manage Invoices displays 20 invoices per page If there are multiple pages of invoices Page displays the number of the current page and the total number of pages You change pages by clicking Previous and Next which display at the top and bottom of the invoice list Manage invoices O 5 Click Previous or Next Request Money Create an Invoice to navigate pages Number of pages Basic filter Advanced filter Whats new Invoice help BA Al active 21 Fy unsent 5 E Unpaid 14 FY paid 2 FA Past due 0 Results 21 invoices found Download CSV 20 items per page Page 1 of 2 Archive Whats this E Invoice date Due date Recipient Status Invoice Action Amount Memo m Aug5 2010 Aug5 2010 jsmythe twaingroupink com Sent 021 Remind v 41 00 USD m Aug5 2010 Aug 5 2010 jmkay techcomm com Marked as paid 0020 Copy 30 00 USD Use other Manage Invoice options to create invoices filter and search invoices archive and unarchive invoices and download invoice activity From this page you can open Invoice Settings Create an invoice or the Request Money page About Invoice Statuses Each invoice is assigned a status based on where it is in the invoicing process A status appears for each invoice listed in your History and Manage Invoices pages At a quick glance you can determine whether an invoice is paid You can review the details for all invoices regardless of invoice status The available invoice statuse
27. 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 Select Add tax from the Tax or Tax on shipping drop down lists when you create an invoice 2 Add a tax in the Tax information page in Invoice Settings You can add up to 10 tax percentages to use in invoices Adding Tax Information in an Invoice or Template You can add tax information during invoice creation or when you are adding or updating invoice templates 1 Select Add tax from one of the following drop down lists or from Tax on shipping drop down list Tax in the invoice item list Tax on shipping below Shipping handling 128 September 2010 Invoicing User s Guide Managing Your Tax Information coma Adding Tax Information Select currency USD U S Dollars Item name ID Date Quantity Unit price Tax Amount White Logo T Shirt 6 28 2010 1 p Notax 20 00 Description optional j i Delete row Add tax Notax 0 00 Delete row Terms and conditions Subtotal For example your return or cancelation policy Discount Shipping handling Tax on shipping N j Characters 1000 Note to recipient Characters
28. the invoice displays in a separate window 32 September 2010 Invoicing User s Guide Creating Invoices Printing Invoices Maya Twain 491 9th Street Austin TX 78701 United States Phone Don t show on invoice mtwain twaingroup com Bill To mbrown xyz com Mary Brown 12345 First Street San Jose CA 95120 United States Description Shirt 12345 White Logo T Shirt Hat 23456 Black Hat with small logo Terms and conditions No returns after 30 days Note to recipient Thanks for your order Invoice number 0006 Invoice date 7 14 2010 Payment terms Due on receipt Due date 7 14 2010 Ship To Mary Brown 99 Main Street San Jose CA 95121 United States Quantity Unit price Amount 1 20 00 20 00 1 25 00 25 00 Subtotal 45 00 Shipping handling 4 95 CA 8 25 3 71 Total 53 66 USD 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 Your invoice information displays in a printer ready format in the Print Invoice window Invoicing User s Guide September 2010 33 ee Creating Invoices Printing Inv
29. to fit the display area Browse No file selected By uploading a file you certify that you have the right to distribute this image and that it does not violate the PayPal User Agreement and Acceptable Use policies 5 Click Browse The Browse dialog box opens 6 Select the logo file to use and click Open 7 Click Agree and Save IMPORTANT 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 payment logo page replaces the gray box with your logo image and changes No file selected to the logo s file name The logo is stored in your Account Profile and will appear on your customer s PayPal payment pages Changing Your Payment Logo in Invoice Settings If you want to use a different payment logo you can upload a different file in the Add your payment logo page in Invoice Settings 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 September 2010 Invoicing User s Guide Customizing Your Invoice Information aa Including a Logo on Your Payment Page 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
30. to one user and assign the maintenance of Invoice Settings to another user PayPal invoicing contains controls to prevent multiple users from adding updating or deleting the same information at the same time For example two users open the same saved item User 1 deletes it while User 2 enters updated information When User 2 clicks Save an error message displays indicating that the item was deleted by another user September 2010 Invoicing User s Guide Invoice Administration A Invoicing and Reporting 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 Invoicing and Reporting The Manage Invoices page displays the invoices you have sent or saved Use the available filters to search for specific invoices You can export invoice information and details by downloading invoice activity See Exporting Invoice Information on page 49 for instructions In addition to reviewing invoice information on the Manage Invoices page you can see your invoices in your Account History You can use the available filters to search for invoices and download history information For i
31. Invoice details page from the following pages e Manage Invoices e Account Overview for recent invoices e History e Any page that contains an invoice number link The Invoice details page is divided into three sections 1 Invoice status Contains the recipient s email address current status and invoice memo text display at the top of the page 2 Invoice actions A set of buttons for the actions you can perform for the current invoice and a link you can use to return to the previous page 3 Invoice Displays the invoice as it appears to the recipient This section shows your contact information the invoice date and payment terms the recipient s information the items invoiced and the invoice totals If you included Terms and Conditions or Notes text it appears below the item list 42 September 2010 Invoicing User s Guide Managing Your Invoices Reviewing Invoice Details 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 e 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 e Remind Send an email reminder to the recipient See Sending Invoice Reminders on page 55 for instructions e Print Print the invoice for your records or to send a copy to your customer
32. 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 Click Edit contact information to change your information See Editing Your Contact Information in an Invoice on page 70 for instructions 6 Update the recipient information in Send to 7 Update the following Invoice information Invoice number Invoice date Payment terms Due date 8 To change the currency select one in Select currency 9 Edit or add 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 Quantity Enter the number of items Unit price Enter the unit price If you selected a saved item the stored amount displays You can change it if necessary Tax Select the tax for this item If you selected a saved item with an assigned tax rate the tax displays You can
33. Mitty Searching Invoices with a Basic 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 a filter in the Basic filter box All Active Unsent Unpaid Paid Past due Basic filter Advanced filter j FRatactives unset Eseunpaiga EF Paaa FFA Past due 0 i I pe Select a filter to start a basic search See About the Basic Filters on page 39 for a description of these filters The Manage Invoices page refreshes and displays the invoices matching the search filter You can apply another filter or look an the invoice details for one or more of the invoices listed 40 September 2010 Invoicing User s Guide Managing Your Invoices So Searching Invoices 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 Email Recipient name Company name Invoice number Status Archived items Amount Currency Memo If the filter lets you enter search criteria one or more fields display next to your Filter by selection See
34. PayPal Invoicing User s Guide 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 r l et Cie S C A Soci t en Commandite par Actions Registered office 22 24 Boulevard Royal L 2449 Luxembourg R C S Luxembourg B 118 349 Consumer advisory The PayPal payment service is regarded as a stored value facility under Singapore law As such it does not require the approval of the Monetary Authority of Singapore You are advised to read the terms and conditions carefully Notice of non liability PayPal Inc is providing the information in this document to you AS IS with all faults PayPal Inc makes no warranties of any kind whether express implied or statutory with respect to the information contained herein PayPal Inc assumes no liability for damages whether direct or indirect caused by errors or omissions or resulting from the use of this document or the information contained in this document or resulting from the application or use of the product or service described herein PayPal Inc reserv
35. The Invoice details page displays status information and a replica of the saved or sent invoice From this page you can print the invoice send reminders copy or cancel the invoice The Invoice details page also provides a way to view payment information For invoices paid with PayPal the page contains a link to the Transaction Details for that payment For payments made using other methods you can record or update a recorded payment manually The Manage Invoices page also provides an option to manually record payment Invoicing User s Guide September 2010 135 136 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 You can add or update your settings during invoice creation However if you have many items to add or update it might be more efficient to use Invoice Settings to make the changes before creating an invoice Each invoice setting has its own page that you access from the Invoice Settings navigation box For example you add or update invoice item information in the Sa
36. a aaa a 110 Searching for Contacts aooo a 114 Searching for a Contact a aoaaa 00 115 Deleting Address Book Entries aoa aa aa 115 Deleting Contacts ooa aa a a 116 Chapter 8 Working with Saved Items 119 About Saved Items aoaaa a a 119 What s in a Saved ltem aoaaa a a ee 120 Adding a Saved litem aoaaa a 120 Adding an Item in an Invoice a oa aa a a 120 Adding an Item in Invoice Settings 2 2 a 121 Editing Saved Items 2 0 a 123 Editing a Saved ltem aaa e 123 Deleting Saved ltems aoa aaa ee 125 Deleting a Saved Item aoaaa a a 125 Chapter 9 Managing Your Tax Information 127 About Tax Information 2 a 127 Adding Tax Information o sers ssesseasweo saaa dra tpa anaa 128 Adding Tax Information in an Invoice or Template o o oaoa a a 128 Adding Tax Information in Invoice Settings ooa a a a 130 Adding Tax Information in a Saved ltem aa oaa a 131 Editing Tax Information a sios esaa a a a aa a a aa 132 Editing a akin 3 eis a oR ee E E ee OE et T Pw we a d 133 Deleting Tax Information 2 aaa a a 134 Deleting a Tax 2 4 8 4e ee ee Peewee HE PRE RE BA Bee ER ES 134 Chapter 10 Invoice Administration 1835 Managing Your Invoices and Payments 0 0000 eee ee eee 135 Maintaining Your Invoice Settings ooa a a 136 Adding Users to Perform Invoicing Tasks 2 2 ee 136 Invoicing
37. ailable in Select a template You can specify which template to use as the default in Invoice Settings You can create a maximum of 50 templates Invoicing User s Guide September 2010 83 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 Invoice Settings Templates i Invoice Settings SSS Invoice logo 7 o oOoooOoOoOoSoSoSoo o o Account Profile mI Edit contact information Invoice Settings edit Address Book i Invoice Settings Tax Information Invoice Settings lt OC I M Saved Items 1 i T i O E Invoice Settings Tax Information YV Setting From Stored Information Select a template Invoice Settings Templates Includes one or more of the following e Payment items e Item information e Shipping information e Terms and conditions e Note e Memo Use the template as a starting point to create an invoice or to create a new template Your contact Invoice Settings Invoice logo The logo or image you want to appear on the information Your logo invoice 84 September 2010 Invoicing User s Guide Working with Invoice Templates aa About Invoice Templates Setting From Stored Information Yo
38. and Reporting s sa ssw paa ea aa a a aa a a a a Aa 137 6 September 2010 Invoicing User s Guide 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 Where to Go for More Information For information on the administrative tasks you can perform from your PayPal account see the Merchant Setup and Administration Guide The guide is located on the Documentation page linked to the Library tab in Developer Central Documentation Feedback Help us improve this guide by sending feedback to documentationfeedback paypal com Invoicing User s Guide September 2010 iam Documentation Feedback 8 September 2010 Invoicing User s Guide 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 Read the following topics to learn more about PayPal Invoicing e What is Invoicing on page 9 e What s the Difference Between Request Money and Invoicing on page 9 e
39. and conditions text up to 1 000 characters This text appears in the invoice 5 Enter Note to recipient text up to 1 000 characters This text appears in the invoice 26 September 2010 Invoicing User s Guide Creating Invoices Poa Creating Invoices and Entering Details 6 Enter Memo text up to 150 characters This text does not appear in the invoice Terms and conditions Subtotal 45 00 For example your return or cancelation policy Discount 25 2 00 ee Shipping handling 495 495 Taxon shipping No tax Nj CA 8 25 3 71 Note to recipient Total 51 66 Thanks for your order Characters 975 Characters 978 Memo your recipient wont see this Characters 150 Sena Preview Save Invoice Save as Template Close 7 Finalizing an Invoice When you have entered invoice information you can perform several tasks using the buttons at the bottom of the page Terms and conditions Subtotal 45 00 For example your return or cancelation policy Discount 215 2 00 No returns after 30 days Shipping handling 495 4 95 Tax on shipping No tax v CA 8 25 3 71 Note to recipient Total 51 66 Thanks for your order Characters 975 Characters 978 Memo your recipient wont see this Sena Preview Save Invoice Save as Template Close e Send the invoice See Sending Invoices on page 31 Invoicing User s Guide Sept
40. arch for specific invoice data You can apply the following filters Filter Search Criteria Email Enter all or part of the recipient s email address Recipient name Enter all or part of the recipient s first and last name Company name Enter all or part of the recipient s company name Invoice number Enter all or part of the invoice number Status Select an invoice status Archived items No additional criteria See Archiving and Unarchiving Invoices on page 58 for information about archived invoices Amount Enter an amount range in the two boxes that display Currency Select a currency Memo Enter memo text or keywords that might appear in invoice memos For example if you typically include a memo about special discounts search for discount Invoicing User s Guide September 2010 39 ae 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 Enter the From and To dates of the date range in the text boxes or use the Calendar controls to select them For most of the text filters partial text can match For example the text mit matches Smith and
41. ase go to the History page VArchiv Whars this Invoice date Due date Recipient Status Jul 20 2010 Jul20 2010 pgrisier us O1 paypal com Paid Jul 20 2010 Jul20 2010 Mary Brown Canceled Jul20 2010 Jul20 2010 ABC Corp Canceled Jul 14 2010 Jul14 2010 Draft Jun 28 2010 Jun28 2010 ABC Corp Marked as paid Jun 28 2010 Jun28 2010 ABC Corp Canceled Archiv Whats this 20 items per page Select one or more 2 Click Archive invoices to archive 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 Click the Request Money tab and then click the Manage Invoices subtab The Manage invoices page opens 3 Click Advanced Filter The Advanced Filter settings display Invoicing User s Guide September 2010 59 ae 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 i i i Basic filter Advanced filter i i Filter by Archived items i And Invoice date Gs to i i i Results 3 invoices found i 20 items per page I wW To see previous invoices please go to the History page f
42. atus Invoice Action Amount Memo fp Jun 28 2010 Jun 28 2010 ABC Corp Paid 0004 Copy 24 90 USD pr Jun 28 2010 Jun 28 2010 ABC Corp Marked as paid 0003 Copy 63 12 USD Jun 28 2010 Jun 28 2010 ABC Corp Draft 0002 Copy 26 90 USD Jun 28 2010 Jun 28 2010 ABC Corp Canceled 0001 Copy 49 95 USD Page 1 of 1 Request Money Create Invoice Invoice Settings Manage Invoices displays the list of invoices that you have sent or saved It displays the following information for each invoice Column Description Invoice date Due date Recipient Status Invoice Date sent or saved Date payment is due according to the payment terms in the invoice Name of the recipient or the recipient s company name if one was used in the invoice If you saved the recipient in the add res ss book click the recipient to open its address book entry Current status of the invoice See About Invoice Statuses on page 37 for a list of statuses ID number assigned to the invoice Click this number to open Invoice details September 2010 Invoicing User s Guide Managing Your Invoices So 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
43. ayPal accounts and open the invoice from their Account Overview or History page Your customer reviews the invoice and clicks Pay The Review your invoice page displays the invoice details including payment terms item details and the invoice totals Before starting the payment process your customer can print a copy of the invoice Your customer selects the payment method Customers who want to use their PayPal accounts to pay the invoice must first log in if they are not already and select the payment method from their account Customers who do not use a PayPal account to pay the invoice can enter debit or credit card information for online payment Recipients who pay by offline methods should contact you for payment instructions September 2010 Invoicing User s Guide About Invoicing E Accessing PayPal Invoicing 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 Accessing PayPal Invoicing You access PayPal Invoicing by clicking the Request Money tab in your PayPal account Request Money displays the Request M
44. c com M Send me a copy of the email Subject Reminder Your payment for invoice 0010 is due Note Please contact me if you have any questions Characters 956 Send Reminder Go to Manage Invoices Invoicing User s Guide September 2010 55 56 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 When you cancel an invoice the invoice recipient receives an email notification The default email subject line contains the invoice number to help identify the invoice You can include a personal message of up to 1 000 characters You can send a copy of the email to yourself for your records The invoice status changes to Canceled This invoice status displays in the History list in the Payment Status column and in the Manage Invoices page in the Status column The Invoice details page displays the status the date the status occurred and the user who set the status You can still access Invoice details for canceled invoices through the Manage Payment or History pages You can also print or copy them Howev
45. ce as a template See Creating Invoices on page 15 for instructions September 2010 Invoicing User s Guide Managing Your Invoices Sending Invoice Reminders 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 You can send a copy of the email to yourself for your records Sending a Reminder 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 Select Remind in the Action column for the invoice that needs a reminder The Reminder page opens The invoice recipient s email displays in To and the subject line contains the invoice number 4 Select Send me a copy of the email Optional 5 Edit the Subject text if necessary This is the email subject 6 Enter a Note to the invoice recipient Optional Note text cannot exceed 1 000 characters It appears in the body of the email message Reminder Secure We ll send this email to remind your recipient that payment is due for this invoice You can add a subject line and a personal note to the email To mbrown ab
46. change it if necessary 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 48 September 2010 Invoicing User s Guide Managing Your Invoices So Exporting Invoice Information 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 Edit or add 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 Enter Memo text up to 150 characters This text does not appear on an invoice 12 Click Send The Manage invoices page opens and displays a message verifying that your editing invoice was sent The edited invoice s information appears in the invoice list Before sending the edited invoice you can click Print to make a copy for your records or mail to your customer Exporting Invoice Information You can export invoice information to use in a spreadsheet or other application by downloading invoice activity from the Manage Invoices page You can open the activity fi
47. d 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 When you save the edited information the item is updated and will be available to all invoices created after the edit Editing a saved item does not change any existing invoices or templates that contain the previous information for the item To use the updated item in your template you must edit the template See Managing Templates on page 94 for instructions on updating your templates Editing a Saved Item Use the Saved items page in Invoice Settings to edit saved items 1 2 3 Invoicing User s Guide Log in to your PayPal account Click the Request Money tab Click Invoice Settings The Enter your contact information page opens Click Saved Items in the Invoice Settings navigation list at the left of the page Select Edit from the Action drop down list The Edit an item box opens September 2010 123 124 Working with Saved Items Editing Saved Items Edit an item tem name Keychain 98765 Description Characters 300 Currency USD U S Dollars Unit price 8 00 Tax CA Tax 9 75 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 Descript
48. dit contact information to change your information for the new template See Editing Your Contact Information in an Invoice on page 70 for instructions Invoicing User s Guide September 2010 87 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 The date is not saved with the template but you can enter it if you plan to send an invoice with this information after you save the template Quantity Enter the number of items Unit price Enter the unit price If you selected a saved item the stored amount displays You can change it if necessary Tax Select the tax for this item If you selected a saved item with an assigned tax rate the tax displays You can change it if necessary 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 9 Enter shipping and discount information Setting Action Discount Enter a number and select a discount type Shipping handling Enter an amount
49. e Including a Logo in Your Invoices on page 74 for detailed instructions Click Edit contact information to change your information for the new template See Customizing Your Contact Information on page 69 for instructions Select the Payment terms for the template To change the currency for this template select one in Select currency 10 Add edit or delete items Setting Item name ID Action Enter the item name If you have saved items select one from the list that appears when you click in the field Quantity Enter the number of items Unit price Enter the unit price If you selected a saved item the stored amount displays You can change it if necessary Tax Select the tax for this item If you selected a saved item with an assigned tax rate the tax displays You can change it if necessary If the correct tax rate is not listed add a new tax See Managing Your Tax Information on page 127 for instructions Delete row Click to delete the entire row for the item 11 Enter shipping and discount information Setting Action Discount Enter a number and select a discount type Shipping handling Enter an amount Invoicing User s Guide September 2010 97 Working with Invoice Templates Managing Templates Seiting 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 You
50. e 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 Invoicing User s Guide September 2010 111 112 Working with the Address Book Editing Address Book Entries Edit contact information Primary contact Information Email address parisier us 01 paypal com You don t have to complete every field First name Phil Last name Grisier Company ABC Corp Phone number 1 Mobile Phone number 2 Work Add more numbers Country United States sj Currency USD U S Dollars v Language English v j Additional information What is this 123 456 Memo Bag canca Billing Information Country United States Address Line 1 1221 South First St Address Line 2 optional 102 ZIP Code 95131 City State San Jose Shipping Information Shipping Address Same as billing address Enter a different address Country CA United States Address Line 1 1234 Main Street Address Line 2 optional ZIP Code 95131 City State San Jose CA September 2010 Invoicing User s Guide Working with t
51. e correct recipient email address Or Click Address book to search for a recipient in your address book and return it to the invoice See Searching for a Contact on page 115 for instructions 2 Click Add billing and shipping information Optional The Recipient information page opens If you selected a recipient from the address book the billing and shipping information fields display the recipient s saved information 20 September 2010 Invoicing User s Guide Creating Invoices Creating Invoices and Entering Details Recipient information Send to Recipients email address pgrisier us 01 paypal com Billing information optional First name Last name Business name Country United States Address Line 1 Address Line 2 optional ZIP Code City State Shipping information optional C Dontshow shipping information C Same as billing address Enter a different address First name Lastname Business name Country E United States v Address Line 1 Address Line 2 optional ZIP Code City State B v I Update recipients shipping information in address book Additional information What is this The recipient s name and the business name won t be saved with the shipping information I Update recipients billing information in my address book Save Cancel 3 Enter Billing information Setting First name Last name Business name Country Addre
52. eate 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 Select Create a new template from the Select a template list in the Create a new invoice page 3 Add a new template in the Templates page in Invoice Settings Saving an Invoice as a Template NOTE If you need more detailed information about completing invoice fields see Creating Invoices and Entering Details on page 17 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 Select a template name from Select a template to use as a starting point The Create a new invoice page displays the information stored in the template you selected 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 See Including a Logo in Your Invoices on page 74 for detailed instructions 5 Click E
53. ecording Invoice Payments Mark as paid Complete the following information to record the payments youve received Invoice 0003 Invoice date 6 28 2010 Invoice amount 63 12 USD Payment method Bank transfer Payment date 6 28 2010 Note Characters 300 Select a Payment method Enter a Payment date or select one from the Calendar Enter an optional Note of 300 characters or less NY A nn A Click Save The Manage Invoices page displays the Marked as paid status for the invoice Viewing and Editing Manually Recorded Payments NOTE This task describes how to access the Invoice details page from the Manage Invoices page You can also access the Invoice details page from the Account Overview and History pages as well as any page that contains an invoice number link 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 66 September 2010 Invoicing User s Guide Managing Invoice Payments 4 Recording Invoice Payments 4 Click View edit details Invoice details Invoice sent to Status Marked as paid on Jul 20 2010 View edit details Memo Print Copy Click this link to see the payment information for this invoice Go to Manage Invoices The Mark as paid dialog box opens It displa
54. elete The deleted item no longer appears in the Saved items list Invoicing User s Guide September 2010 125 Working with Saved Items Deleting Saved Items 126 September 2010 Invoicing User s Guide 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 e About Tax Information on page 127 e Adding Tax Information on page 128 e Editing Tax Information on page 132 e Deleting Tax Information on page 134 About Tax Information You can store tax information to use in your invoices Taxes can include sales taxes GST or VAT You can store up to 10 taxes in Invoice Settings For each tax assign a name and enter a percentage rate to apply to invoice items Stored taxes appear in all Tax drop down lists in the invoice You can edit and delete tax information without restriction Enter your tax information Invoice Settings Enter up to 10 taxes for example Tax GST VAT that will be available for specific items and invoices Your contact information Tax name Rate Invoice logo CA Tax 9 75 Payment logo 1 Tax information bg Saved items Templates Address book Invoicing User s Guide September 2010 127 Pa Managing Your Tax Information Adding Tax Information Changing or deleting
55. em from the invoice click Delete row 10 Click the Plus button to add more blank rows to the item section Invoicing User s Guide September 2010 25 E Creating Invoices Creating Invoices and Entering Details NOTE 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 Select currency USD U S Dollars v Item name ID Date Quantity Unitprice Tax Amount White Logo T Shirt 6 28 2010 A 1 20 00 No tax 20 00 Description optional item saved Delete row Black Hat Large Logo 6728 2010 1 25 Notax 25 00 Description optional Save item Delete row 1 No tax 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 Discount applies to the entire invoice and appears in the invoice totals section NOTE If you want the discount to appear in the invoice items list enter it as an invoice item with a negative amount 2 Enter a Shipping handling amount 3 If your shipping or handling fee is subject to tax select a tax rate from Tax on shipping 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 4 Enter Terms
56. ember 2010 27 me Creating Invoices Previewing Invoices e Preview the invoice to see it from your recipient s point of view See Previewing Invoices on page 28 e Save invoice as a draft to complete or use as a template at a later time See Saving Invoices on page 30 e Save as Template to use the current invoice again See Saving an Invoice as a Template on page 87 e Close the invoice When you close an invoice a dialog box opens and gives you the option of saving your changes Click Don t Save to discard your changes Previewing Invoices You can preview how an invoice will look to your customer before sending it The Preview invoice page displays the invoice information you have entered You can preview the invoice just before sending it or any time you want to see how the invoice looks 28 September 2010 Invoicing User s Guide Creating Invoices Previewing Invoices Preview invoice Maya Twain 491 9th Street Austin TX 78701 United States Phone Don t show on invoice mtwain twaingroup com Bill To mbrown xyz com Mary Brown 12345 First Street San Jose CA 95120 United States Description Shirt 12345 White Logo T Shirt Hat 23456 Black Hat with small logo Terms and conditions No returns after 30 days Note to recipient Thanks for your order Invoice number Invoice date Payment terms Due date Ship To Mary Brown 99 Main Street San Jose CA 95121 U
57. ent The money is added to your account If your customer pays by another method you can manually record the payment for the invoice See Managing Invoice Payments on page 63 and Managing Your Invoices on page 35 for more information See What Does Your Customer See on page 11 for more information about your customer s payment experience What Does Your Customer See When you send invoices email notifications are sent to your customers invoice recipients Invoice emails contain a summary of the invoice information and requests payment Email messages also contain a link and a URL that open in the invoice The following illustration shows the steps your customers take to pay invoices Invoicing User s Guide September 2010 11 12 About Invoicing What Does Your Customer See What Your Customer Experiences Legend veb Flow aw PayPal Qustormer receives email ot abe Invoice email e Sebel De ar OR gt PayPal PayPal Account holder Pe gt nal Shad CORRE UI b i Continue Pay Nou Review Invoice Payment Review payment amp Pay method and approve Account Overview See Invoice Payment verification 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 P
58. ents e File format JPG GIF or PNG e File size limit 100KB maximum e File resolution 90 pixels high x 500 pixels wide maximum If your image does not meet these requirements adjust the image before you add it IMPORTANT Before you add a logo you must certify that you have the right to distribute the image and that it does not violate the PayPal User Agreement and the Acceptable Use policies Adding Your Payment Logo 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 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 a gray box as a placeholder for the logo and No file selected next to the Browse button Invoicing User s Guide September 2010 79 80 Customizing Your Invoice Information Including a Logo on Your Payment Page Add your payment logo Invoice Settings Your contact information Invoice logo Payment logo Tax information Saved items Templates Address book Add the image your customers will see when they pay you with PayPal If you ve already added a custom payment logo to your PayPal profile we ll use that you don t need to upload another one If you upload a new payment logo here the new logo will replace your existing one You may need to resize your image
59. eptember 2010 73 74 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 Phone numbers are stored in your Account Profile To exclude the phone number from the invoice select Don t show on invoice Fax Enter your fax number Enter the number as you want it to appear on the invoice or leave it blank Email Select your email address Email addresses are stored in your Account Profile To exclude the email address from the invoice select Don t show on invoice Website Enter your website address as you wish it to appear on your invoice or leave it blank Additional Information Enter additional contact information to display on the invoice For example enter your tax ID number or business license number 5 Click Save Your updated contact information appears in the Enter your contact information page When you create your next invoice it will use the updated information Including a Logo in Your Invoices Sending invoices with your logo helps your customers identify you as the sender Your
60. er canceled invoices are considered complete and you cannot edit them Canceling an Invoice from the Manage Invoices Page 1 2 Log in to your PayPal account Click the Request Money tab and then click the Manage Invoices subtab The Manage invoices page opens Select Cancel in the Action column for the invoice you want to copy The Cancel this invoice and email the recipient page opens The recipient s email displays in To and the default subject line contains the invoice number Edit the Subject text if necessary This text becomes the email subject Enter a Note to the recipient Optional Note text cannot exceed 1 000 characters It appears in the body of the email message September 2010 Invoicing User s Guide Managing Your Invoices oS Canceling Invoices Cancel this invoice and email the recipient Secure We ll send an email to let your recipient know that you ve canceled the invoice You can add a subject line and a personal note to the email before sending To mbrown abc com M Send me a copy of the email Subject Maya Twain canceled invoice 0001 Note Please contact me if you have any questions Send Cancelation Go to My Account 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 arr
61. erview or History pages When they click Pay they choose a payment method and approve the payment When an invoice payment clears the invoice status changes to Paid The Invoice details page shows the changed status and provides a link to the Transaction Details page for that Invoicing User s Guide September 2010 63 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 Click More information Invoice details Invoice sentto Nick Michael parisier us 01 paypal com Status Paid with PayPal on Jul 1 2010 More information Memo Print Copy Click this link to see the Transaction beni a Details for this payment Go to Manaage Invoices The Transaction Details page opens It displays the payment details 5 Perform one of the following actions if necessary Issue a refund within 60 days of the payment Enter tracking information for the item s you shipped Print a shipping label or packing slip for the item s you will ship Edit tracking information 6 Cl
62. es the right to make changes to any information herein without further notice Contents Preface 2 gu te iaw a he eee we ww oe eee Re Sew eT About This Guide s ss s desas woe Pe we ew ee a ee we T 7 Intended Audience a a 7 Revision History aoaaa aaa a a 7 Where to Go for More Information 2 a a 7 Documentation Feedback aoaaa a a 7 Chapter 1 About Invoicing aaao ee ee we ee a 9 What is INVOICING s s s e ecoa o a a a he ee ee RE a a 9 What s the Difference Between Request Money and Invoicing 9 Invoicing End to End era a a aaa a a a a a a a a A S A 10 What Does Your Customer See aaao a a a 11 Accessing PayPal Invoicing o oo a 13 Chapter 2 Creating Invoices aoaaa 8 eee ee ee 8 The Invoicing Process aaau a 15 What s in an Invoice aoaaa aa ee 17 Creating Invoices and Entering Details oaoa a a 17 1 Accessing the Create a New Invoice Page oaoa a 19 2 Entering Your Contact Information aoea oea eee ee 19 3 Entering Recipient Information aoao a 20 4 Entering Invoice Information o aoao a 23 5 Entering Item Information a aoa aaa a 24 6 Entering a Discount Shipping Fee and Invoice Notes 26 7 Finalizing an Invoice aoaaa a 27 Previewing Invoices e e asa ae aeae E E a TA a a E A A a 28 Previewing an Invoice aoaaa a 30 Saving INVOICES tag ham asuda ee a a a Ae a a Oe Me aed A a ded 30 Saving anInvoiceasaDra
63. formation on page 49 e Copying Invoices on page 54 e Sending Invoice Reminders on page 55 e Canceling Invoices on page 56 e Archiving and Unarchiving Invoices on page 58 e About Invoices and Shipping on page 61 See Managing Invoice Payments on page 63 for instructions on handling invoice payments About the Manage Invoices Page The Manage Invoices page opens when you click Manage invoices on the Request Money tab This page automatically opens after you send or save an invoice Manage Invoices is the main page to use when managing your invoices and payments When you click the Request Money tab it displays either the Request Money page or the Manage Invoices page depending on the last request you performed For example if you sent an invoice the last time you visited this tab the Manage Invoices page opens Invoicing User s Guide September 2010 35 36 Managing Your Invoices About the Manage Invoices Page Manage Invoices Invoice date 20 items per page im My Account Send Money Request Money Merchant Services Products amp Services Community Manage invoices 5 Request Money 5 Create an Invoice Basic filter Advanced filter What s new Invoice help B All active 4 Bunsen 1 E unpaid 0 FY paia 2 FA past due 0 Results 4 invoices found Download CSV 20 items per page Page 1 of 1 Archiv Whats this Archiv Whsts this i Due date Recipient St
64. ft 0 2 002 ee 30 Sending Invoices oaoa ee 31 Sending anInvoice oaoa 31 Printing Invoices aa a aea a RaR a E A A R A E RR 32 Invoicing User s Guide September 2010 a Contents Printing an Invoice from the Preview Page 0000 eee 33 Printing an Invoice from the Invoice Details Page 4 34 Chapter 3 Managing Your Invoices 6 24 2 409 About the Manage Invoices Page 2 0002 eee ee ee 35 About Invoice Statuses 2 a 37 Searching Invoices 2 a 38 About the Basic Filters 2 a 39 About the Advanced Filters 2 2 a 39 Searching Invoices with a Basic Filter 2 ee 40 Searching Invoices with an Advanced Filter a oa aa 41 Reviewing Invoice Details 2 2 ee 42 Opening Invoice Details From the Manage Invoice Page 45 Editing Invoices 2 a e E a O a E E E E E E E a a 47 Editing anInvoice i era rea eaa a a e a e aa e a a aa e a 47 Exporting Invoice Information oaoa aa a 49 Invoice Summary Activity Information oa a a eee eee 50 Invoice Details Activity Information oaoa aa es 50 Downloading and Saving Invoice Activity o o oaa a a a 51 Downloading and Opening Invoice Activity oa aa a a a 53 Copying Invoices 2 maea E a a E a a a a a a 54 Copying an Invoice from the Manage Invoices Page oaoa aaa 54 Copying an Invoice from the Invoice Details Page o oaoa aa a 54 Sendin
65. g Invoice Reminders 2 a a ee 55 Sending a Reminder 0 0 0 ee 55 Canceling Invoices 2 a 56 Canceling an Invoice from the Manage Invoices Page 2 56 Canceling an Invoice from the Invoice Details Page 04 57 Archiving and Unarchiving Invoices aao a 58 Archiving an Invoice aooaa a 58 Unarchiving an Invoice lt sa ssa nuaa nea a 59 About Invoices and Shipping lt ooa a a 61 Chapter 4 Managing Invoice Payments 63 About Invoice Payments aoaaa aa a 63 Viewing PayPal Invoice Payments a aoaaa aa a 63 Viewing a PayPal Invoice Payment aooaa aaa a 64 Recording Invoice Payments ao aoaaa aa a a 65 4 September 2010 Invoicing User s Guide Contents a Marking an Invoice as Paid oaoa aa a 65 Viewing and Editing Manually Recorded Payments 2 4 66 Chapter 5 Customizing Your Invoice Information 69 About Invoice Customization o oo a 69 Customizing Your Contact Information oa aoao a 69 Editing Your Contact Information in an Invoice 0 000 00 70 Editing Your Contact Information in Invoice Settings 72 Including a Logo in Your Invoices 2 002 eee ee ee 74 Adding a Logo When You Create an Invoice 2 2 20 02 00 2 ee ee 75 Adding a Logo in Invoice Settings 2 2 ee 76 Changing Your Invoice Logo ooa aa 77 Deleting Your Invoice Logo 2 a
66. ge Invoices subtab The Manage invoices page opens 3 Click Invoice Settings The Enter your contact information page opens 4 Click Invoice logo in the Invoice Settings box at the left of the page The Add your invoice logo page opens Add your invoice logo Invoice Settings Add the image you d like to use on your invoices Your contact information You may need to resize your image to fit the display area Invoice logo Payment logo Tax information Saved items TWAIN GROUP Templates Address book Browse mylogo PNG By uploading a file you certify that you have the right to distribute this image and that it does not violate the PayPal User Agreement and Acceptable Use policies September 2010 Invoicing User s Guide Customizing Your Invoice Information ce Including a Logo on Your Payment Page 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 If you already added a payment logo in your Account Profile you don t need to add another one in Invoice Settings If you add a payment logo in Invoice Settings it will replace any existing payment page logo Your payment logo must meet the following requirem
67. he Address Book Editing Address Book Entries 6 Edit the Primary contact information Field Email address First name Last name Company Phone number 1 Phone number 2 Add more numbers Country Currency Language Additional information Description Contact s email address Required Contact s first or given name Contact s last or family name Name of contact s business First phone number Select a phone number type from the drop down list For example if this is a mobile phone number select Mobile Second phone number Select a phone number type from the drop down list For example if this is a mobile phone number select Mobile Click if you need more that two phone numbers for this contact When you select this option another Phone Number field displays below the last number you entered Country select from the drop down list Currency to use for this contact s invoices select from the drop down list Language to use for this contact s invoices Any information you want to appear on the invoice For example use this field to track the contact s account number 7 Edit Billing information Field Country Address Line 1 Address Line 2 Zip Code City State Description Billing address country select from the drop down list Up to 2 lines of the contact s billing address Zip or postal code City name for the billing address in the first field State
68. he Delete contact dialog box opens September 2010 Invoicing User s Guide Working with the Address Book Deleting Address Book Entries 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 Or If you opened the Address book from the Create a new invoice page and want to use an Address book contact in your invoice select a contact and click Add to Invoice The Create a new invoice page opens and displays the contact s Address book information Invoicing User s Guide September 2010 117 118 Working with the Address Book Deleting Address Book Entries September 2010 Invoicing User s Guide 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 e About Saved Items on page 119 e Adding a Saved Item on page 120 e Editing Saved Items on page 123 e Deleting Saved Items on page 125 About Saved Ite
69. he first field Select a state code from the drop down list in the second field Select this option to save the shipping information to your address book September 2010 Invoicing User s Guide Creating Invoices Creating Invoices and Entering Details 5 Click Save The Create a new invoice page displays the recipient s billing and shipping information Send to Address book O Recipients email address mbrown xyz com Update recipient email Billing address Mary Brown 12345 First Street San Jose CA 95120 United States Shipping address Mary Brown 99 Main Street San Jose CA 95121 United States Edit billing and shipping address 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 Invoicing User s Guide Invoice numbering automatically starts with 0001 and increments by 1 for each subsequent invoice You can use the default numbering system or use one of your own Change the Invoice date to use a different date The Invoice date is automatically set to today s date Enter the date of the invoice or select one from the calendar control You can use an invoice date that is after the current date However when you click Send the invoice is sent right away regardless of the date you entered Change the Payment terms Select the number of days before payment is
70. he following fields to locate matching information e Email address e First or given name e Last or family name e Company name When you enter text in the field Search automatically begins looking for a match on the third character you type Matching contacts display below Search You can continue to refine the September 2010 Invoicing User s Guide Working with the Address Book Deleting Address Book Entries 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 Address book Go to Invoice Settings Search mal Add a new contact Jane Smythe jsmythe tvcomm co Jane Smythe Jim Kay Gmkay techcomm com Edit Delete Mary Brown mbrown abc com Nick Michael pgrisier us 01 p Jane Smythe Zac Thistle zac thistle xyz c jsmythe tvcomm com United States ZZ Top pgrisier us 08 paypal U S Dollars SUSD English 2 Begin entering text in Search Address book begins searching for matches on the third character You can start the search sooner by clicking Go A list of matching contacts displays below the Search field If there are no matches you ll see a message instead 3 Delete the text in Search to show all
71. he 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 It defaults to the currency you identified as your primary currency in your Account Profile You can select a different currency from the drop down list Unit Price Required Cost of one item Tax Percentage of tax that applies to this item You can select a saved tax or add a new one Adding a Saved Item You can save item information in two ways 1 2 Save item information entered in an invoice Add an item in the Saved items page in Invoice Settings The minimum information you can save for an item is the item name and the unit price All other item information is optional Adding an Item in an Invoice 1 2 Log in to your PayPal account Click the Request Money tab and then click Create Invoice The Create a new invoice page opens Enter item information Item name ID Enter the item name This name is required and will appear in the drop down list when you enter invoice items Date 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 NOTE This field is not stored with the ite
72. he left of the page 5 Click Add a New Item The Add a new item box opens Invoicing User s Guide September 2010 121 122 Working with Saved Items Adding a Saved Item Add a new item tem name Mug 67890 Description 12 ounce coffee mug with logo Characters 271 Currency USD U S Dollars v Unit price 10 00 Tax No tax iv save Cancel 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 You must enter a price to save the item Tax Automatically set to No tax If this item is subject to tax select a tax from the drop down list If the tax you need does not appear in the drop down list select Add tax to create one See Adding Tax Information on page 128 for instructions September 2010 Invoicing User s Guide Working with Saved Items Editing Saved Items 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 Save
73. he tax for this item If you selected a saved item with an assigned tax rate the tax displays You can change it if necessary 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 9 Enter shipping and discount information Setting Action Discount Enter a number and select a discount type Shipping handling Enter an amount 90 September 2010 Invoicing User s Guide 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 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 Enter Memo text up to 150 characters This text does not appear on an invoice 11 Click Save Template The Save template dialog box opens The default template name displays in the text box Save template Enter a name for your template and click Save The recipient s email address shipping and billing information won t be saved to the template Membership Package V Make this my default template To change your default go to your Invoice Settings
74. ialog box opens 5 Select the logo file to use and click Open 6 Select Save this logo to my Invoice Settings to use this logo for all future invoices 7 Click Agree and Save Invoicing User s Guide September 2010 75 Customizing Your Invoice Information Including a Logo in Your Invoices IMPORTANT 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 Click the Request Money tab and then click the Manage Invoices subtab The Manage invoices page opens 3 Click Invoice Settings The Enter your contact information page opens 4 Click Invoice logo in the Invoice Settings box at the left of the page The Add your invoice logo page opens It displays a gray box as a placeholder for the logo and No file selected next to the Browse button Add your invoice logo Invoice Settings Add the image you d like to use on your invoices Your contact information You may need to resize your image to fit the display area Invoice logo n ar PNG r or PNG Payment logo Tax information Saved items Templates Address book Browse No file selected By uploading a file you certify that you have the right to distribute this
75. ice Enter Memo text up to 150 characters This text does not appear on an invoice 13 Click Save Template The Save template dialog box opens The default template name displays in the text box Save template Enter a name for your template and click Save The recipient s email address shipping and billing information wont be saved to the template Membership Package V Make this my default template To change your default go to your Invoice Settings Save Cancel 14 Enter a template name in the text box 15 Select Make this my default template to use this template as your default 16 Click Save The Manage your templates page opens Your saved templates display in the template list The default template is highlighted and displays Current default in the Default column Invoicing User s Guide September 2010 93 94 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 However if you don t have an invoice to send or you have a lot of changes to make use the Manage your templates page in Invoice Settings to go directly to your templates About the Manage Your Templates Page The Manage your template
76. ices on page 35 for more information Sending an Invoice 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 Request Money tab and then click Create Invoice The Create a new invoice page opens 4 Enter information for the invoice See Creating Invoices and Entering Details on page 17 for instructions 5 Click Send to send the invoice The Manage Invoices page opens A message at the top of the page confirms that your invoice was sent Your invoice appears at the top of the invoice list Invoicing User s Guide September 2010 31 Creating Invoices Printing Invoices Manage invoices 7 We ve sent your invoice 0001 6 Request Money Create an Invoice Basic filter Advanced filter What s new Invoice help Fat active 1 Bunsen EXunoaioc yraa FA ast que 0 Results 1 invoice found Download CSV 20 items per page Archiv Whats this L Invoice date Due date Recipient Status Invoice Action Amount Memo Jun 28 2010 Jun 28 2010 ABC Corp Sent 001 Remind 49 95 USD Archiv Whats this 20 items per page 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
77. ick the invoice number in Payment for to return to the Invoice details page Or Click Return to Log to open your History page 64 September 2010 Invoicing User s Guide Managing Invoice Payments 4 Recording Invoice Payments 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 You record an invoice payment using an option on the Manage Invoices page When you enter and save the payment information the invoice displays the Marked as paid status on the Manage Invoices Account Overview and History pages When you view the Invoice details page for the invoice it contains a link to the Mark as paid dialog box Use this link to view or edit payment information for this invoice Marking an Invoice as Paid 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 Select Mark as paid in the Action column The Mark as paid dialog opens It displays the invoice number invoice date and the invoice amount for the invoice you selected Invoicing User s Guide September 2010 65 aa Managing Invoice Payments R
78. image and that it does not violate the PayPal User Agreement and Acceptable Use policies 5 Click Browse The Browse dialog box opens 6 Select the logo file to use and click Open 7 Click Agree and Save 76 September 2010 Invoicing User s Guide Customizing Your Invoice Information Including a Logo in Your Invoices IMPORTANT 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 Changing Your Invoice Logo If you want to use a different logo image upload a different file in the Add your invoice logo page in Invoice Settings Uploading another logo does not change any existing invoices or templates that use the previous logo To change the logo in your template you must edit the template to read the new logo 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 Invoice Settings The Enter your contact information page opens 4 Click Invoice logo in the Invoice Settings box at the left of the page The Add your invoice logo page opens It displays the logo currently in Invoice Settings Add your
79. 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 IMPORTANT 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 payment 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 The logo is stored in your Account Profile and will appear on your customer s PayPal payment pages Deleting Your Payment Logo in Invoice Settings You can remove the logo in the Add your payment logo page in Invoice Settings Deleting the logo in Invoice Settings will remove it from your Account Profile 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 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 5 Click Remove The Add your payment logo page displays a gray box instead of a logo and displays No file selected instead of the logo file name Invoicing User s Guide September 2010 81 Customizing Your Invoice Information Including a Logo on Your Payment Page 82 September 2010 Invoicing User s Guide Working wi
80. ing 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 Copying an Invoice from the Manage Invoices Page 1 2 Log in to your PayPal account Click the Request Money tab and then click the Manage Invoices subtab The Manage invoices page opens Click Copy in the Action column for the invoice you want to copy The Create a new invoice page opens Edit or add information to an invoice copy as you would with any other new invoice When you are finished you can send preview or save the invoice You can also save the invoice as a template See Creating Invoices on page 15 for instructions Copying an Invoice from the Invoice Details Page 1 2 Log in to your PayPal account Click the Request Money tab and then click the Manage Invoices subtab The Manage invoices page opens Click the Invoice The Invoice details page opens Click Copy The Create a new invoice page opens Edit or add information to the invoice copy as you would with any other new invoice When you are finished you can send preview or save the invoice You can also save the invoi
81. invoice logo Invoice Settings Add the image you d like to use on your invoices Your contact information You may need to resize your image to fit the display area Invoice logo Payment logo Tax information Saved items TWAIN GROUP Templates Address book Browse mylogo PNG By uploading a file you certify that you have the right to distribute this image and that it does not violate the PayPal User Agreement and Acceptable Use policies 5 Click Browse The Browse dialog box opens Invoicing User s Guide September 2010 77 78 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 IMPORTANT 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 The logo is included in all future invoices unless you remove it Deleting Your Invoice Logo You can remove the logo in the Add your invoice logo page in Invoice Settings Removing the logo will not change any existing invoices or templates To remove a logo stored in a template you must edit the template 1 Log in to your PayPal account 2 Click the Request Money tab and then click the Mana
82. ion 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 This is a required field Tax Select a tax from the drop down list or create a new one See Adding Tax Information on page 128 for instructions September 2010 Invoicing User s Guide Working with Saved Items aaa Deleting Saved Items 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 See Managing Templates on page 94 for instructions on updating your templates Deleting a Saved Item Use the Saved items page in Invoice Settings to delete stored items 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 navigation list at the left of the page 5 Select Delete from the Action drop down list The Delete item box opens 6 Click D
83. ions Select the Payment terms for the template To change the currency for this template select one in Select currency Enter one or more items Setting Item name ID Quantity Unit price Tax Action Enter the item name If you have saved items select one from the list that appears when you click in the field Enter the number of items Enter the unit price If you selected a saved item the stored amount displays You can change it if necessary Select the tax for this item If you selected a saved item with an assigned tax rate the tax displays You can change it if necessary 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 September 2010 Invoicing User s Guide Working with Invoice Templates aaa Creating Templates 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 This text appears on an invoice Enter Note to recipient text up to 1 000 characters This text appears on an invo
84. ive in your email shortly Canceling an Invoice from the Invoice Details Page 1 Log in to your PayPal account 2 Open the Invoice Details page using one of the following methods In your Account Overview page click Details for a canceled invoice Click History The History page opens Locate a canceled invoice Click Details Click Request Payment The Manage Invoices page opens Click the Invoice for a canceled invoice The Invoice details page opens Invoice sent to displays the recipient s email address and Status displays the status date the status occurred and who set the status 3 Click Cancel Invoice The Cancel this invoice and email the recipient page opens The recipient s email displays in To and the default subject line contains the invoice number 4 Edit the Subject text if necessary This text becomes the email subject Invoicing User s Guide September 2010 57 58 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 Cancel this invoice and email the recipient Secure We ll send an email to let your recipient know that you ve canceled the invoice You can add a subject line and a personal note to the email before sending To mbrown abc com M Send me a copy of the email Subject Maya Twain canceled invoice 0001 Note Please contact me if yo
85. k 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 Use the Invoice details page to edit the contents of the invoice recipient information and the invoice terms When you select an invoice to edit the Edit invoice page opens and displays the information that was sent to your customer You can edit any of the fields in the invoice but you cannot use a different template for the invoice Because you are editing an existing invoice you can only Send Print or Close the invoice When you send an edited invoice the Manage Invoices page displays information about the edited invoice replacing the original entry for the invoice When your customer views the invoice details the invoice Status displays a message indicating that the invoice was edited and the date it was edited Your customer sees only the edited version of the invoice Editing an Invoice NOTE If you need more detailed information about completing invoice fields see Creating Invoices and Entering Details on page 17 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 The Edit invoice page opens Invoicing User s Guide September 2010 47 ae
86. le immediately or save file to use later Each invoice in the activity file generates one row of information Each column in the activity file represents a piece of the invoice s information If an invoice does not contain certain data such as tax or shipping amounts the columns are empty Before downloading the activity use a basic or advanced filter to display only the invoices you want in the file For example use a filter to limit the downloaded activity to paid invoices See Searching Invoices on page 38 for filtering instructions You can download two levels of invoice activity information e Invoice Summary The downloaded activity information contains one row of information for each invoice This is the default download See Invoice Summary Activity Information on page 50 for a list of the columns contained in each row e Invoice Details The downloaded activity information contains one invoice summary row and additional rows for each item tax shipping and discount within an invoice The summary row contains the same information as the Invoice Summary download Invoicing User s Guide September 2010 49 50 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
87. leting 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 However you will see a warning message when you open a saved invoice template or saved item that uses the deleted tax The message prompts you to review and update the tax if necessary See Managing Templates on page 94 for instructions on updating your templates Deleting 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 Click Tax information in the Invoice Settings box at the left of the page Clear the text in Tax name Delete the percentage in Rate NY A nn A Click Save The deleted tax no longer appears in the Enter your tax information list and no longer appears in the Tax and Tax on shipping drop down lists 134 September 2010 Invoicing User s Guide 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
88. m but is required to send an invoice Quantity Automatically set to 1 September 2010 Invoicing User s Guide Working with Saved Items Adding a Saved Item NOTE 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 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 4 Click Save Item next to the item to store Save Item changes from a link to unlinked text to show it is stored Select currency USD U S Dollars x Item name ID Date Quantity Unitprice Tax Amount White Logo T Shirt 6 28 2010 1 20 00 Notax 20 00 Description optional Cense Delete row Black Hat Large Logo 6 28 2010 3 1 25 Notax 25 00 Description optional Save item Delete row 1 No tax Adding an Item 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 Click Saved Items in the Invoice Settings box at t
89. m your Account Profile If you change and save it the edited name will be used for all future invoices Enter your last or family 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 Select your address Addresses are stored in your Account Profile To exclude the address from the invoice select Don t show on invoice Select your phone number Phone numbers are stored in your Account Profile To exclude the phone number from the invoice select Don t show on invoice Enter your fax number Enter the number as you want it to appear on the invoice or leave it blank Select your email address Email addresses are stored in your Account Profile To exclude the email address from the invoice select Don t show on invoice Enter your website address as you wish it to appear on your invoice or leave it blank Enter additional contact information to display on the invoice For example enter your tax ID number or business license number 5 To store this information select Save these changes to my Invoice Settings 6 Click Save Your edits appear in the contact information section of the invoice If you chose to save the edits to your Invoice Settings your updated contact information will also appear in the Enter your contact information page Editing Your Contact Information in Invoice Settings
90. made by invoice recipients without PayPal accounts or by PayPal account holders who choose to use a different payment method Read the following topics to learn about payments e About Invoice Payments on page 63 e Viewing PayPal Invoice Payments on page 63 e Recording Invoice Payments on page 65 See Managing Your Invoices on page 35 for instructions on managing other invoicing tasks About Invoice Payments Paid invoices have different statuses to distinguish between PayPal payments and manually recorded payments e Paid Identifies an invoice paid using PayPal e Marked as paid Identifies an invoice with a manually recorded payment Regardless of how payments are recorded you can view and manage payments in the Invoice details page You can access Invoice details from the following pages e Manage Invoices Click an invoice number in the list e Account Overview Click Details for invoices created within the last 7 days History Click Details e Transaction Details Click the invoice number in Payment For The Invoice details page provides a link to the payment information for the invoice Use this link to see more information about the payment and to perform different actions Viewing PayPal Invoice Payments Invoice recipients who are PayPal account holders can choose to pay your invoices using their accounts When they access their PayPal accounts they see your invoices listed in their Account Ov
91. mplates Managing Templates 102 September 2010 Invoicing User s Guide 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 e About the Address Book on page 103 e Adding Contacts to the Address Book on page 104 e Editing Address Book Entries on page 110 e Searching for Contacts on page 114 e Deleting Address Book Entries on page 115 About the Address Book Use the Address book to store information about your customers You identify customers by their email addresses You can add the following optional information for each customer e Name e Company name e Phone numbers e Country e Currency e Language e Billing information e Shipping information In addition you can add notes to include in an invoice and memos to yourself that will not appear on the invoice You can access Address book information when you create invoices when you research invoices in Manage Invoices and in Invoice Settings You can search your address book by email address contact name or company name You can edit any field for a contact or delete a contact if you no longer need it Invoicing User s Guide September 2010 103 104 Working with the Address Book Accessing
92. ms Saved items are items you frequently include in your invoices Using saved items reduces the number of things you type when you create an invoice Instead of entering all of the information for an invoice item you select a saved item from a drop down list to use its information to complete the fields After entering a date and a quantity for the item you can go on to the next invoice item You can easily edit information about saved items using the Saved items page in Invoice Settings You can store up to 100 items For each item you assign an item name or ID to identify the item select the currency to use and enter a description the cost per unit and any applicable taxes Saved items Invoice Settings Save the items you frequently include on your invoices You can save up to 100 items Your contact information Add a New Item Invoice logo item name Description Currency Unit price Action Payment logo Tax information Hat 23456 Black Hat with small logo USD 25 00 Edt v gt Saved items Keychain 98765 USD 8 00 Egao Templates 5 Nhi Shi S 20 0 i Address book Shit 1234 White Logo T Shirt USD 0 Edt v White Logo T Shirt USD 20 00 PSO If you reach the maximum of 100 items you must delete a saved item before you can add another Invoicing User s Guide September 2010 119 120 Working with Saved Items Adding a Saved Item What s in a Saved Item Item name Required Identifies t
93. nd Tax on shipping drop down lists When you add or create a saved item in Invoice Settings your new tax rate appears in the Tax drop down list 130 September 2010 Invoicing User s Guide Adding Tax Information in a Saved Item 1 2 3 Log in to your PayPal account Click the Request Money tab Click Invoice Settings The Enter your contact information page opens 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 Edit an item tem name Keychain 98765a Description Characters 300 Currency USD U S Dollars Unit price 8 00 Tax Tax name Add tax 6 Select Add tax in Tax 7 Enter Tax name 8 Enter Rate Invoicing User s Guide September 2010 Managing Your Tax Information Adding Tax Information Click Saved Items in the Invoice Settings box at the left of the page 131 Pa 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 You can change the ta
94. nformation about using Account History see the Merchant Setup and Administration Guide PayPal s standard reports include invoice information See the Transaction Detail Report Specification or one of the other PayPal reporting guides for more information Invoicing User s Guide September 2010 137 Po Invoice Administration Invoicing and Reporting 138 September 2010 Invoicing User s Guide
95. ng Your Tax Information on page 127 Invoicing User s Guide September 2010 13 a About Invoicing Accessing PayPal Invoicing 14 September 2010 Invoicing User s Guide Creating Invoices Create invoices for goods and services through the Request Money tab e The Invoicing Process on page 15 e Creating Invoices and Entering Details on page 17 e Previewing Invoices on page 28 e Saving Invoices on page 30 e Sending Invoices on page 31 e Printing Invoices on page 32 The Invoicing Process The invoicing process begins with creating an invoice and ends with managing the invoices What You Experience Legend a gt Web Flow GG You pa PayPal Check status a Handle pay ments end reminders Search invoices Send Preview Se nd Create invoice Preview Sendi Manage invoices PayPal sends an invoice erail to your customer You ll see a confinration message in Manage Invoices Preview invoice Invoicing User s Guide September 2010 15 16 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 en
96. nited States 0006 7 14 2010 Due on receipt 7 14 2010 Quantity Unit price Amount 1 20 00 20 00 4 25 00 25 00 Subtotal 45 00 Shipping handling 4 95 CA 8 25 3 71 Total 53 66 USD After reviewing the invoice you can send edit or print it from the Preview invoice page Invoicing User s Guide September 2010 29 Ze 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 Perform one of the following actions Click Send to send the invoice to the customer See Sending Invoices on page 31 for more information Click Edit to go back to the Create a new invoice page See Creating Invoices and Entering Details on page 17 for more information Click Print to make a hard copy of the invoice See Printing Invoices on page 32 for instructions Saving Invoices There might be occasions when you want to save an invoice without sending it For example if you need to clarify an order you can enter the invoice information you have and save it as a draft When y
97. nt 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 Date created Time created Invoice date Due date Payment date Type Status From email To email Name Company Invoice number Currency Item date Item name Item description Item quantity Item unit price Item total Discount amount Shipping amount Tax name Tax rate Tax total Total invoice amount Transaction ID Terms note Customer note Invoice memo Invoice billing address Other recipient details Invoice shipping address Downloading and Saving 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 Invoicing User s Guide September 2010 51 ae Managing Your Invoices Exporting Invoice Information Manage invoices 5 Request Money Basic filter Advanced filter r l i B Create an Invoice Archive whst s this Bai active 4 Bunsena Es unoaia 0 FY pais 2 FA Past due 0 Results 4 invoices found 20 items per page Archive what s this m Invoice date Due date Recipient Status Invoice Action rp Jun 28 2010 Jun 28 2010 ABC Corp Paid 0004 Copy pr Jun 28 2010 Jun 28 2010 ABC Corp Ma
98. nvoices s Click CSV to download Request Money Create an Invoice activity information for the displayed invoices Basic filter Advanced filter What s new Invoicefhelp EA al active 4 Bunsena E unpaid 0 E aia 12 FA Past due 0 Results 4 invoices found Download CSV 20 items per page Page 1 of 1 Archiv what s this in voice date Due date Recipient Status Invoice Action Amount Memo m Jun 28 2010 Jun 28 2010 ABC Corp Paid 0004 Copy 24 90 USD m Jun 28 2010 Jun 28 2010 ABC Corp Marked as paid 0003 Copy 63 12 USD m Jun 28 2010 Jun 28 2010 ABC Corp Draft 0002 Copy 26 90 USD m Jun 28 2010 Jun 28 2010 ABC Corp Canceled 0001 Copy 49 95 USD 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 Open to display the information in an application Your selected application opens Follow the directions to convert the information to your application s format if necessary Invoicing User s Guide September 2010 53 54 Managing Your Invoices Copying Invoices Copying Invoices You can copy an exist
99. oices 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 The page displays invoice status information and the invoice details 4 Click Print A Print Invoice window and the Print dialog box open Your invoice information displays in a printer ready format in the Print Invoice window 5 Select a printer in the Print dialog box 6 Click Print After printing close the Print Invoice window You can now perform other actions on the Invoice details page or return to the Manage Invoices page 34 September 2010 Invoicing User s Guide 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 e About the Manage Invoices Page on page 35 e Searching Invoices on page 38 e Reviewing Invoice Details on page 42 e Editing Invoices on page 47 e Exporting Invoice In
100. on fields automatically display your Profile information You can customize what appears on the invoice by editing your contact information Another way to customize your invoices is to include your logo Sending invoices with your logo helps your recipients identify you as the sender Customizing Your Contact Information Your contact information identifies you as the invoice sender and provides the recipient with a way to contact you if necessary When you create an invoice the invoice contact information fields automatically display your Profile information You can customize what appears on the invoice by editing your contact information You can edit your contact information in two ways 1 Edit your contact information in an invoice 2 Edit the information in the Enter your contact information page in Invoice Settings Any edits you save do not affect existing invoices invoice templates or your Account Profile You must edit your templates to change the contact information they contain To change your Account Profile information you must edit it directly NoTE You must edit your address phone number and email address in your Account Profile See Managing Templates on page 94 for instructions on editing your invoice templates Invoicing User s Guide September 2010 69 Customizing Your Invoice Information Customizing Your Contact Information Editing Your Contact Information in an Invoice NOTE Any changes you
101. oney subtab and three invoicing subtabs NOTE The Request Money feature is not an invoicing component and is not included in this guide Use the following subtabs to access invoicing components e Manage Invoices Opens the Manage Invoices page Use this page to review your invoices search for invoices and perform invoice actions See Managing Your Invoices on page 35 for information about this page and how to use it e Create Invoice Opens the Create a new invoice page Use this page to create an invoice or save an invoice as a template Also you can save information to your Invoice Settings such as customer contact information to use again later See Creating Invoices on page 15 to learn how to create invoices e Invoice Settings Opens the Enter your contact information page with an Invoice Settings navigation box on the left Invoice Settings lets you save your invoice contact information and logo your payment logo tax information items to invoice invoice templates and customer contact information Use the Invoice Settings navigation box to open one of these pages For example click Address book to open the Address book page See the following sections to learn about Invoice Settings Customizing Your Invoice Information on page 69 Working with Invoice Templates on page 83 Working with the Address Book on page 103 Working with Saved Items on page 119 Managi
102. ou know how to handle the order you can open the saved invoice and complete it When you save an invoice as a draft a time stamp appears below the button indicating the date and time your invoice was saved You can access saved invoices in the Manage Invoices page See Managing Your Invoices on page 35 for information about this page You can also save an invoice as a template See Saving an Invoice as a Template on page 87 for instructions Saving an Invoice as a Draft 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 Enter information for the invoice See Creating Invoices and Entering Details on page 17 for instructions 30 September 2010 Invoicing User s Guide Creating Invoices al Sending Invoices 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 Last saved on July 14 2010 at 12 48 PM PD Preview Save Invoice Save as Template Close Adon 4 14 5 gt 42 ee ee ee ee 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 See Managing Your Invo
103. r 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 Enter Memo text up to 150 characters This text does not appear on an invoice 13 Click Save Template The Save template dialog box opens It displays the name of your template 14 Select Make this my default template to use this template as your default 15 Click Save The Manage your templates page opens Your saved templates display in the template list The default template is highlighted and displays Current default in the Default column Setting the Default Template When you open the Manage your templates page the default template is highlighted and displays Current default in the Default column Manage your templates Default template Invoice Settings You can save up to 50 templates Your contact information Create a New Template Payment logo Tax information Created on Name Default Actions Saved items PayPal Default Template Set as default Create Invoice gt Templates 3 Jun 28 2010 Membership Package Current default Edit v Address book 1 Log in to your PayPal account 2 Click the Request Money tab 3 Click Invoice Settings The Enter your contact information page opens 98 September 2010 Invoicing User s
104. r recipients look at details of the money request they see your name and email address the amount and date requested a subject line and any notes you entered When you view a payment request in History you see the request information and payment information when the request is paid Invoicing User s Guide September 2010 10 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 When you view the invoice in Manage Invoices you see the same details your recipient sees invoice status information and payment information when the invoice is paid Invoicing End to End Invoicing has two participants you and your customer You create send and manage invoices Your customer the invoice recipient receives the invoice and makes a payment The following illustrates the invoice flow for both you and your customer Invoicing End to End Legend a veb Flow Lod You k Your Customer f Check status Accept payments Send reminders Create invoice Credit Card gt Debit Card A gt Pa
105. r the selected template displays Invoicing User s Guide September 2010 95 Working with Invoice Templates Managing Templates Edit template Membership Package Enter the information you d like to include in your template Your contact information Invoice information Your logo Add logo Maya Twain 491 9th Street Paymentterms Learn more Austin TX 78701 Due on receipt v United States Phone Dont show on invoice pgrisier us 02 paypal com Edit contact information Select currency USD U S Dollars i Item name ID Date Quantity Unit price Tax Amount a i Description optional Terms and conditions Subtotal 0 00 For example your return or cancelation policy Discount Sv 0 00 E Shipping handling 0 00 Characters 1000 Total 0 00 Note to recipient Characters 1000 Memo your recipient wont see this Characters 150 SaveTemplats Preview Cancel September 2010 Invoicing User s Guide Working with Invoice Templates Managing Templates 6 Add or change the logo included with the template Setting Add logo Change logo Remove logo Action Click to add a logo to the template This setting appears when the template does not have a logo Click to use a different logo This setting appears when the template already contains a logo Click to delete the logo This setting appears when the template already contains a logo Se
106. rch filters Basic and Advanced Use these search filters to find invoices that match certain criteria For example if you want to see all invoices that are past due you can use the Past due filter in Basic filter to quickly find them If you want to see all invoices sent to a particular recipient you can search by email address in Advance filter When you open the Manage Invoices page the Basic filter selections and All Active invoices display in the page As you apply search filters the invoice list changes to display invoices that match your filter September 2010 Invoicing User s Guide Managing Your Invoices So Searching Invoices 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 With one click Basic filter displays the invoices that match the search criteria If you need to narrow down the list of invoices more than Basic filter allows use Advanced filter instead About the Advanced Filters Use Advanced filter to filter your searches by almost every top level invoice value Advanced filters are useful when you need to se
107. rked as paid 0003 Copy rp Jun 28 2010 Jun 28 2010 ABC Corp Draft 0002 Copy m Jun 28 2010 Jun 28 2010 ABC Corp Canceled 0001 Copy Page 10f1 Click CSV to download activity information for the displayed invoices What s new Invoicefhelp Download CSV Amount Memo 24 90 USD 63 12 USD 26 90 USD 49 95 USD 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 The Save File dialog box opens 9 Enter a name in File name 10 Click Save NOTE To save the file in a different folder browse to find the folder to use before clicking Save The Manage Invoices page opens 52 September 2010 Invoicing User s Guide Managing Your Invoices So Exporting Invoice Information 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 Manage i
108. s 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 You can also review invoices in your History page See Managing Your Invoices on page 35 for instructions What s in an Invoice Invoices contain the following information e Your contact information Your name email address street address phone number company name and a logo e Invoice recipient your customer information Email address required billing address shipping address and business name e Invoice information Invoice number invoice date payment terms and due date e Item and invoice details Name date quantity unit price and tax for each item discount shipping amounts terms and conditions and notes to the recipient e Memo Text to track with the invoice When you create an invoice the Create a new invoice page accesses information from your Account Profile and Invoice Settings to pre fill some of the fields As you enter invoice information additional Invoice Settings are available to help speed up invoice entry For example if you save tax rate information in Invoice Settings you can select a saved rate to use in the invoice Creating Invoices and Entering Details You can create an invoice right away using the PayPal Default Template You can add your own templates later or save your current invoice to use
109. s are listed below in alphabetical order Invoicing User s Guide September 2010 37 38 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 Some actions can be performed either on the Manage Invoices or Invoice details pages Other actions can only be performed on the Invoice details page You can perform the following actions on the Manage Invoices page e Send a Reminder Only available when invoice status is Sent e Mark as Paid Only available when invoice status is Sent e Cancel the invoice Only available when invoice status is Sent e Copy the invoice Available for all invoice statuses You can perform all of these actions and the following actions on the Invoice details page e Edit the invoice Only available when the invoice status is Draft or Sent e Print the invoice Available for all invoice statuses See Reviewing Invoice Details on page 42 for instructions on using the Invoice details page Searching Invoices The Manage Invoices page contains two sea
110. s page displays a list of your saved templates It displays the creation date template name whether it is the default template and available actions Manage your templates Invoice Settings You can save up to 50 templates Your contact information Looking for your old templates Invoice logo Create a New Template Payment logo Tax information Created on sels ba Saved items PayPal Default Template Current default gt Templates Jun 28 2010 Membership Package Set as default Address book a rear Jul 8 2010 Limited Edition 2010 Set as default Jul 8 2010 Keychain Discount Offer Set as default Actions Create Invoice Edt v Edit Edit Use the Manage your templates page to perform the following tasks e Edit your templates e Change which template is the default e Delete an obsolete template e Create an invoice using a specific template In addition you can preview what an invoice will look like when you create or edit a template Editing a Template 1 Log in to your PayPal account 2 Click the Request Money tab September 2010 Invoicing User s Guide Working with Invoice Templates Managing Templates 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 fo
111. shipping information The Recipient information page opens September 2010 Invoicing User s Guide Working with the Address Book Adding Contacts to the Address Book Recipient information Send to Recipients email address pgrisier us 01 paypal com Billing information optional First name Last name Business name Country United States v Address Line 1 Address Line 2 optional ZIP Code City State L Additional information What is this I Update recipients billing information in my address book Save Cancel Shipping information optional C Dontshow shipping information C Same as billing address Enter a different address First name Lastname Business name Country _ S United States v Address Line 1 Address Line 2 optional ZIP Code City State E O Update recipien s shipping information in address book The recipient s name and the business name won t be saved with the shipping information 5 Enter Billing information optional Field Description First name Last name Business name Country Address line 1 Address line 2 Enter the recipient s first or given name Enter the recipient s last or family name Enter the name of recipient s business Select the country from the drop down list Enter up to 2 lines of the recipient s address Invoicing User s Guide September 2010 105 106 Working with the Address
112. ss Line 1 Enter up to 2 lines of the contact s shipping address Address Line 2 Zip Code Enter the zip or postal code City State Enter the city name for the shipping address in the first field Select a state code from the drop down list in the second field 8 Enter text in Memo to track information for your own use NOTE This information does not appear in the invoice 9 Click Save The Address book page opens Your new contact appears in the list on the left side of the page and is automatically selected The contact s information appears on the right side of the page 10 Click Add to Invoice The Create a new invoice page opens It displays the contact s information from the Address book Editing Address Book Entries When a recipient s information changes you can edit it in your address book You can access the Address book to edit entries in the following ways 1 Click the Address book link in an invoice 2 Select the Address book page in Invoice Settings Editing a Contact To add or edit contact information you can access the Address book in Invoice Settings or from the Create a new invoice page 1 Log in to your PayPal account 2 Click the Request Money tab 3 Open the Address book page 110 September 2010 Invoicing User s Guide Working with the Address Book Editing Address Book Entries Click Invoice Settings The Enter your contact information page opens Click Address book in th
113. ss line 1 Address line 2 Action Enter the recipient s first or given name Enter the recipient s last or family name Enter the name of recipient s business Select the country for the billing address Enter up to 2 lines of the contact s billing address Invoicing User s Guide September 2010 21 22 Creating Invoices Creating Invoices and Entering Details Setting Zip code City State Additional information Update recipient s billing information in my address book Action Enter the zip or postal code 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 Enter any information you want to appear on the invoice For example use this field to track the contact s account number Select this option to save the billing information to your address book 4 Click Enter a different address to add Shipping information Setting First name Last name Business name Country Address line 1 Address line 2 Zip code City State Update recipient s shipping information in address book Action Enter the recipient s first or given name Enter the recipient s last or family name Enter the name of recipient s business Select the country for the shipping address Enter up to 2 lines of the contact s shipping address Enter the zip or postal code Enter the city name for the shipping address in t
114. tact information or control whether your phone numbers or email address appear in the invoice by customizing your contact information See Customizing Your Invoice Information on page 69 for instructions 2 Add or change the logo for the invoice 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 Invoicing User s Guide September 2010 19 E Creating Invoices Creating Invoices and Entering Details E Your contact information Add logo Maya Twain 491 9th Street Austin TX 78701 United States Phone Dont show on invoice mtwain twaingroup com Edit contact information 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 The search process looks through the address book for matches in email addresses names and business names and shows all matches in the list If your recipient is in the list select it If not continue entering the address until you have entered th
115. te Invoice The Create a new invoice page opens 3 Select Create a new template from Select a template The Edit template page opens It automatically displays the information from your default invoice template Invoicing User s Guide September 2010 89 Working with Invoice Templates Creating Templates 4 Add or change the logo for the template Setting Add logo Change logo Remove logo Action Click to add a logo to the template This setting appears when the template does not have a logo Click to use a different logo This setting appears when the template already contains a logo Click to delete the logo This setting appears when the template already contains a logo See Including a Logo in Your Invoices on page 74 for detailed instructions 5 Click Edit contact information to change your information for the new template See Editing Your Contact Information in an Invoice on page 70 for instructions 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 Item name ID Action Enter the item name If you have saved items select one from the list that appears when you click in the field Quantity Enter the number of items Unit price Enter the unit price If you selected a saved item the stored amount displays You can change it if necessary Tax Select t
116. th 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 e About Invoice Templates on page 83 e Creating Templates on page 87 e Managing Templates on page 94 About Invoice Templates An invoice template contains values that you frequently include in an invoice Using a template saves you time when you create an invoice by pre filling invoice fields For example if you typically sell two taxable products together you can create a template that contains the two items and their applicable taxes Each time you have an order for those two products you can use this template to enter the item information for you You can save the following information in an invoice template e Your contact information including your logo e Payment terms e Currency e Item information Item name quantity unit price tax description e Discount e Shipping handling e Tax on shipping e Terms and conditions text e Note to recipient e Memo In the Create a new invoice page you can see a list of the available templates in Select a template When you first open the Create a new invoice page the only template listed is the PayPal Default Template As you add templates they become av
117. 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 Select Address book from the Invoice Settings navigation box The Address book page opens and lists your contacts You can add edit delete or search for your contacts Adding Contacts to the Address Book You can add contact information to the Address book in the following ways 1 Select Add billing and shipping information in an invoice When you complete the recipient information for the current invoice you can save it to your Address book to use again When you enter a recipient s email address in an invoice a drop down list displays any matching Address book entries Add new contact using the Address book page in Invoice Settings You must enter an email address for each contact All remaining Address book information is optional Saving Recipient Information to the Address Book 1 2 Log in to your PayPal account Click the Request Money tab and then click Create Invoice The Create a new invoice page opens Enter the Recipient s email address Click Add billing and
118. tore tax information in the Invoice Settings page See Working with Saved Items on page 119 and Managing Your Tax Information on page 127 for instructions As you complete each item the invoice amounts are automatically calculated You can apply a discount to the invoice add a shipping handling fee and add a tax rate for the shipping fee Other things you can include in the invoice are a terms and conditions description and a note to the recipient You can include a memo that does not appear on the invoice and can be used as an advanced search criteria in Manage Invoices When you have entered invoice information you can preview how it will appear to the recipient save it for a later time save it as a template or close it See Creating Invoices and Entering Details on page 17 for instructions Preview the invoice optional You can use the Preview invoice page to see how the invoice will appear to your customer From Preview invoice you can send the invoice print it or edit it See Previewing Invoices on page 28 and Printing Invoices on page 32 for instructions September 2010 Invoicing User s Guide Creating Invoices Poi Creating Invoices and Entering Details 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 invoice
119. tries such as the payment terms shipping cost The template also identifies the currency to use for your invoices See Working with Invoice Templates on page 83 for instructions The Create a new invoice page displays the primary contact information from your Account Profile You can change the information displayed by selecting an alternate address or email stored in your profile You can customize your contact information by specifying what information to display adding a web site URL or fax number and including a logo See Customizing Your Invoice Information on page 69 for instructions NOTE Customizing contact information in invoicing does not affect the information in your Account Profile To edit your address phone number or email go to your Profile Summary page Enter invoice details You identify the invoice recipient your customer by email address You can also enter optional billing and shipping addresses for the invoice recipient You can store this information in your address book to use in future invoices See Working with the Address Book on page 103 for instructions You add one or more items to invoice by entering item names or your product IDs For each item you enter a date a quantity and a unit price If an item is subject to tax you can select the rate You can store item information for reuse by clicking a link on the invoice or by adding items through the Invoice Settings page You can also s
120. u have any questions Characters 1000 Send Cancelation Go to My Account 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 Archiving and Unarchiving Invoices All invoices that you create appear in the All Active invoices list You can store or archive invoices that you are not actively using When you archive invoices they no longer appear in the All Active invoices list in the Manage Invoices page You can see your archived invoices by using an Advanced Filter to search for them If you want archived invoices to appear in the All Active invoices list again you can unarchive them See Unarchiving an Invoice on page 59 Archiving an Invoice 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 September 2010 Invoicing User s Guide Managing Your Invoices So Archiving and Unarchiving Invoices 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 Results 6 invoices found 20 items per page wy To see previous invoices ple
121. umber select Mobile Enter a second phone number Select a phone number type from the drop down list For example if this is a mobile phone number select Mobile Click to add more numbers if you need more that two numbers for this contact When you select this option another Phone Number field displays below the last number you entered Select the country from the drop down list Select the currency to use for this contact s invoices from the drop down list Select the language to use for this contact s invoices Enter any information you want to appear on the invoice For example use this field to track the contact s account number 6 Enter Billing information Field Country Address Line 1 Address Line 2 Zip Code City State Description Select the billing address country from the drop down list Enter up to 2 lines of the contact s billing address Enter the zip or postal code 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 Invoicing User s Guide September 2010 109 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 Addre
122. ur contact Account Profile Displays the following information from your information profile e Email address e Name e Street address e Phone number s Send to Invoice Settings Address book Recipient s email address and the following optional information e Business name e Billing address e Shipping address Item information Invoice Settings Saved items Item name and one or more of the following e Description e Currency e Unit price e Tax Tax Invoice Settings Tax Tax name and tax percentage information Working with Templates You can create and edit templates at several points in the invoicing process e Open the Manage your templates page in Invoice Settings Use the Manage your templates page when you want to perform maintenance on your templates or to view template contents without creating an invoice On this page you can change your default template delete a template or open an Edit template page to view create or edit a template See Managing Templates on page 94 for instructions e In the Create a new invoice page select Create a new template from Select a template to open the Edit template page The Edit template page displays the default template s information You can edit the information and save it as a new template or save the changes to the default template See Creating a Template in the Create a New Invoice Page on page 89 for instructions e Save an invoice as a template When
123. ved items page When you are finished with one setting you can select another from the Invoice Settings navigation box or go to another part of your account Use invoice templates to store items payment terms tax rates shipping amounts and discount information for invoices that you send frequently Using custom templates saves time at invoice creation See Working with Invoice Templates on page 83 for more information Use the Address book to store contact information for your recipients The minimum information is the recipient s email address You can also save optional information such as name company name phone numbers billing address and shipping address See Working with the Address Book on page 103 for more information When you create invoices all of your Invoice Settings are available for use You can choose one of your stored templates to use as a starting point and modify it from there To read more about Invoice Settings see Customizing Your Invoice Information on page 69 Working with Saved Items on page 119 and Managing Your Tax Information on page 127 Adding Users to Perform Invoicing Tasks If you have a PayPal Business account you can let people in your organization access your account by adding them as users and granting them specific access privileges You can use this feature to assign invoicing tasks to one or more people For example you could assign the create invoices task
124. x name rate or both fields When you save the edited information the tax is stored and will be available to all invoices created after the edit Editing a tax does not affect any invoices you already sent However you will see a warning message when you open a saved invoice template or saved item that uses the edited tax The message prompts you to review and update the tax if necessary For example if you edit a saved item that contains an changed tax rate you will see a message at the top of the dialog box 132 September 2010 Invoicing User s Guide Managing Your Tax Information oa Editing Tax Information WwW The previous tax for this item CA Tax 9 75 has been changed or removed Please review the tax and update if necessary Edit an item tem name Mug 65431 Description 12 ounce coffee mug with logo Characters 271 Currency USD U S Dollars Unit price 10 00 Tax No tax 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 Invoicing User s Guide September 2010 133 5 Managing Your Tax Information De
125. yPal rs Continue kil entinwee g Invoice email Review your Payment invoice method 1 You create the invoice When you create an invoice you identify the invoice recipient set the payment terms enter item details enter shipping or discount amounts and enter notes to the recipient if necessary When you send the invoice an email is sent to the invoice recipient See Creating Invoices on page 15 for instructions September 2010 Invoicing User s Guide About Invoicing il What Does Your Customer See 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 By credit or debit card check or bank transfer 5 Your customer reviews the payment After reviewing the payment information your customer approves the payment 6 You manage invoices and payments You can check an invoice s status and determine whether to send a reminder about payment cancel the invoice or print the invoice to mail to the recipient When you receive a PayPal payment PayPal updates the invoice status and provides a link to the Transaction Details for the paym
126. you create an invoice you can save the invoice information in a template before completing the invoice The recipient s email address shipping and billing information is not saved with the template See Saving an Invoice as a Template on page 87 for instructions You create and edit templates using the Edit template page Invoicing User s Guide September 2010 85 Working with Invoice Templates About Invoice Templates Edit template Membership Package Secure amp Enter the information you d like to include in your template Your contact information Invoice information Add logo Maya Twain 491 9th Street Payment terms Learn more Austin TX 78701 Due on receipt United States Phone Don t show on invoice pgrisier us O2 paypal com Edit contact information Select currency USD U S Dollars x Item name ID Date Quantity Unit price Tax Amount 1 No tax v 0 00 Description optional Terms and conditions Subtotal 0 00 For example your return or cancelation policy Discount sR 0 00 a Shipping handling 0 00 v Tax on shipping No tax b Characters 1000 5 Total 0 00 Note to recipient Characters 1000 Memo your recipient wont see this Characters 150 Save Template Preview Cancel September 2010 Invoicing User s Guide Working with Invoice Templates a Creating Templates This page looks like the Cr
127. ys the invoice number invoice date the invoice amount and the saved payment information for this invoice Mark as paid To update your payment details enter the new information then click Save Changes Invoice 0005 Invoice date 7 8 2010 Invoice amount 23 90 USD Payment method Check v Payment date 7 20 2010 Note Characters 300 5 Update the payment information for the invoice Invoicing User s Guide September 2010 67 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 68 September 2010 Invoicing User s Guide 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 e About Invoice Customization on page 69 e Customizing Your Contact Information on page 69 e Including a Logo in Your Invoices on page 74 e Including a Logo on Your Payment Page on page 79 About Invoice Customization Your contact information identifies you as the invoice sender and provides the recipient with a way to contact you if necessary When you create an invoice the invoice contact informati

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