How to Set Up and Run PayPal Settlement Reports in Magento CE and EE

Table of Contents

Overview

This article provides step-by-step instructions for setting up and running a PayPal settlement report for Magento Community Edition (CE) 1.7 and Magento Enterprise Edition (EE) 1.12. This article discusses setting up a PayPal seller account in the PayPal Sandbox. For instructions on how to set up a live PayPal seller account, see Going Live with Your Application.

A PayPal settlement report lists transactions that affect settlement of funds as well as a summary of each currency held by the account, total debits and credits, and beginning and ending balances. You use it to reconcile your transactions in your merchant bank account.

The following PayPal payment methods enable you to run settlement reports:

  • PayPal Payment All-In-One Solutions, which includes:
    • Payments Advanced
    • Payments Pro
    • Payments Standard
  • PayPal Express Checkout

Note PayFlow does not use SFTP which means you cannot run PayPal settlement reports from the Magento Admin Panel. For more information, see the PayFlow Gateway page.

Prerequisites

Before you begin, you must have a seller account set up in the PayPal Sandbox. In addition, you must request Secure FTP user creation privileges for the account. If you already performed these tasks, skip the remainder of this section and continue with Configuring SFTP Settings in the Admin Panel.

Magento CE and EE communicate with PayPal over Secure FTP (SFTP). Before you can run settlement reports, you must be able to add SFTP users. You can get these privileges from PayPal Merchant Technical Support (MTS).

See the following sections for more information:

Setting Up a PayPal Sandbox Seller Account

If you do not have a PayPal seller account, use the following steps to create one:

  1. Start a web browser and enter the following URL in its address or location field:
    https://developer.paypal.com
  2. If you have never logged in to the PayPal Sandbox before, in the right pane, click Sign up now. Follow the prompts on your screen to set up the account.
  3. Log in to the PayPal Sandbox.
  4. In the right pane, click Create a preconfigured account.

    Note: You can also create an account manually; however, that is beyond the scope of this article.

  5. You must create a seller account. Follow the prompts on your screen to complete the task.
  6. Make note of the e-mail address PayPal creates for your seller account. It's of the format login-email-prefix_identifier_biz@email-domain.
    For example, .

Note: You must wait one business day after you create a new seller account before the account is active.

Getting Secure FTP User Creation Privileges for Your Seller Account

Magento communicates with PayPal using the Secure FTP (SFTP) protocol. Before you can get PayPal settlement reports from the Magento Admin Panel, you must create at least one SFTP user as discussed in this section.

  1. Go to the PayPal Merchant Technical Support (MTS) home page.
  2. In the top navigation bar, click Contact Technical Support.
    The following figure shows the sample form.
  3. Enter the following information.
    Item Description
    Email address Enter the e-mail address you use to log in to the PayPal sandbox.
    First Name Enter the first name you used when you set up your PayPal seller account.
    Last Name Enter the last name you used when you set up your PayPal seller account.
    Subject Enter a descriptive subject such as Need SFTP user creation privileges
    Question Provide MTS with a reason why you are requesting SFTP access. Mention the fact you want to run PayPal settlement reports for your Magento store.
    Product From the list, click an option such as PayPal Profile > Account Information > Account Information: API Access.
    Integration Phase From the list, click the option that accurately describes your Magento store's integration phase.
    Severity From the list, click General Information.
    Environment From the list, click PayPal Sandbox.
    PayPal Account Enter your PayPal seller account's e-mail address.
    Mail copy to
    Site URL
    Optionally enter the requested information.
    Cart From the list, click Magento.
    Manager Login
    Partner
    Optionally enter the requested information.
  4. Click Continue.
  5. Read the information on the next page. If you're ready to submit your question, click Finish Submitting Question.
  6. Wait for MTS to respond before continuing with the next section.

Creating an SFTP User

Before you can run PayPal settlement reports in Magento, you must create an SFTP server user as follows:

  1. If you haven't done so already, log in to the PayPal sandbox.
  2. In the left navigation bar, click Test accounts.
  3. Click the e-mail address corresponding to the seller account you set up and click Enter Sandbox Test Site.
    A sample follows.
  4. On the next page, log in with your seller account e-mail and password.
    The PayPal Sandbox Text Site page displays.
  5. Click Profile > My Settings.
  6. On the next page, in the Account Information column, click Secure FTP Server Users.
    A sample follows.

    The Create Secure FTP Server User page displays.
  7. On the Create Secure FTP Server User page, click Add.
    A sample follows.
  8. Enter the following information:
    Item Description
    Account Name Displays your SFTP user name. Write down this name because you will need it later.
    First Name Enter your SFTP user's first name.
    Last Name Enter your SFTP user's last name.
    Password fields Enter a password for your SFTP user and confirm it by entering it again.
  9. Select the check box that indicates you agree with the terms of the FTP server license.
  10. Click Create User.
    The user you created displays on the Secure FTP Server Users page.
  11. Log out of the PayPal sandbox and continue with the next section.

Configuring SFTP Settings in the Admin Panel

PayPal payment methods—with the exception of PayFlow—require you to enter SFTP user credentials to securely fetch settlement data from PayPal servers. In particular, you must set up SFTP credentials for:

  • PayPal Payment All-In-One Solutions
  • PayPal Express Checkout

Configure Magento to get data from PayPal using that SFTP user as follows:

  1. Log in to the Magento Admin Panel as an administrator.
  2. Click System > Configuration.
  3. In the left navigation bar, in the SALES group, click Payment Methods.
  4. In the right pane, expand the payment method you're using (for example, PayPal Express Checkout).
  5. Click Configure.
    The following figure shows an example for PayPal Express Checkout.
  6. On the next page, in the Basic Settings section, click Advanced Settings as the following figure shows.

  7. Expand Settlement Report Settings.
    A sample follows.
  8. Enter the following information.
    Item Description
    Login Enter the SFTP user name created for you by the PayPal sandbox.
    Password Enter the password you chose for your SFTP user.
    Sandbox Mode Click Yes. (If you're setting up a live account, click No and enter additional information.)
    Enable automatic fetching Click No for now. You can change this setting later.
  9. Click Save Config at the top of the page.
  10. Continue with the next section.

Running the PayPal Settlement Report

If you have completed all the tasks discussed in the preceding sections, and you have settled payments, you're ready to run the PayPal settlement report.

  1. If you haven't already done so, log in to the Admin Panel as an administrator.
  2. Click Reports > Sales > PayPal Settlement Reports.
  3. At the top of the page, click Fetch Updates.
  4. When prompted whether you're ready, click OK.
  5. Wait while Magento fetches data from PayPal.
    A message similar to the following displays at the top of the page to confirm data has been fetched successfully:
    Fetched 0 report rows from 'sftp-user-name'.
    If a failure message displays, repeat the tasks discussed in Configuring SFTP Settings in the Admin Panel. Make sure you entered the correct SFTP user name and password.

The data displayed on the PayPal settlement report should be self-explanatory. If you need help understanding it, contact PayPal MTS.

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