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How do I Process an Order using PayPal?

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If you accept PayPal, you'll want to set up your payment information  in your site maintenance options.  You do this on your 'Taxes and Payment' page.   

About Magic Links
When you add your PayPal id, you'll fine that every PayPal order that has full payment information (shipping, taxes, order totals)  has a 'magic link.'  

The magic link is an encrypted, short, secure link that you can give to your customer.  It is uniquely related to that single order and sets up PayPal in such a way that the customer can easily and correctly pay their invoice to you..

Using magic links keeps you from having to send payment demands to your customer and from having to post the payments; if the magic links are used, your payments will be processed and posted automatically, just like it is during credit card processing.

When the customer clicks a magic link, they will automatically go to PayPal and be set up for your account and their specific order / order amount. All they have to do is to log in (if they are not logged in) and pay. PayPal will then not only transfer the money to your account, they will send a message to your TIAS store that the payment has been received and your order will be automatically put in the correct order status. You can obtain the magic link for any Paypal order by viewing the order.

What does the customer see with PayPal and how does it work?
The best way to test this is to place an order on your store and try!

  • If you have automated shipping and tax collection turned on, when the customer completes their order on your store, they will be taken directly to PayPal through the magic link. Processing will proceed as above with your store receiving the payment notification.
     
  • If you do not use automated processing or if you do, but decide to manually change a PayPal order from the 'ordered' to the 'confirmed' status, as a courtesy, the magic PayPal link will automatically be sent to your customer so they can pay. In Order Processing, if you have a new order and click 'accept, print pick ticket', the customer will get their magic link; if you use the option 'record pmt, print invoice', they will not because they have paid and clearly do not need the link. If you were previously using the 'confirmed' status to indicate that you had gotten paid for a PayPal order, please do not continue to do so -- use the 'paymentReceived' status instead. The 'confirmed' status (which is set when you use the 'accept order' function in order processing) should be used only when you have NOT gotten payment, but have confirmed the shipping and tax amounts to the customer. When you set the status of a PayPal order to 'confirmed', your customer will receive a payment notice and if they have already paid, they could find this confusing!

Does the system send the link more than once?
The short answer is 'yes'.  The system works on your behalf get you paid as quickly as possible.

  • As noted above, if you have automated shipping and tax calculation on your order, the customer will go to PayPal immediately when the order is placed. 
  • The customer will also receive a copy of their magic link on their invoice in case
  • If you have fully automated PayPal processing and more than 24 hours have elapsed since the customer finished their order and they have not yet paid, during overnight processing, the customer will receive a polite note with the magic link and an explanation that you cannot ship their order until the payment is made. To alert you to the situation, you'll be notified as well, if your site preferences are set such that you get notifications. And the order will be placed on 'payment overdue' status.
     
  • No matter what kind of PayPal processing you have, if the order is confirmed (meaning the customer has gotten the shipping and tax information from you) or if it has been placed on hold by you, if more than 72 hours have elapsed since the customer last received a payment notice, during overnight processing, the customer will receive a polite note with the magic link and an explanation that you cannot ship their order until the payment is made. To alert you to the situation, you'll be notified as well, if your site preferences are set such that you get notifications. And the order will be placed on 'payment overdue' status.

What happens if I have to refund some or all of the customers money?
If you have to do a refund on an order that was paid through a magic link, you need to do it from your PayPal account.  To do so"

  • Log into PayPal
  • Find the order that you need to refund.  You can do this by using the PayPal transaction number (locate it by looking at the history of the order that you want to perform the refund on);
  • When viewing the order, scroll to the bottom of the page and click the 'refund' link.
  • On the page that is displayed, enter the amount that you want to refund to the customer.

PayPal will automatically send a notice to your store and the correct payment amount will be decremented from your order.   You need to make any technical modifications to the order (modifying the shipping amount, removing a line item or whatever)  then process the order as you normally would.

Do I have to pack and ship within a specified number of days? 

  • There is nothing about magic links that means you have to confirm an order or ship it within a particular number of days. However, once you do confirm the final amount to the customer, the amount of time they have to respond before getting a reminder notice is 72 hours. If you receive a direct payment from your customer (one that does not go through the magic link and that you don't have notification of in your store), you need to recognize this by changing the order status to 'payment received'. Once the order is on any status other than 'confirmed', the system sends no notices to either you or your customer.

How do I know what is going on with PayPal and how my collection rate compares with other payment methods?

  • On the Orders and Billings menu, there is now a report titled Balance PayPal to validate that payments have been collected for all shipments and to balance the PayPal collections with the orders. To simplify balancing, the report is generated in the same order as the PayPal report titled "All Activity - Simple View".   You should use this report at least weekly to compare the amounts that PayPal shows as paid with the amounts that your site shows as received.
  • The other report allows you to gauge your non-payment rates. It is titled Cancellation Rates and is on your 'Reports' menu.

 

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