How to take payments with PayPal Here

With PayPal Here, you can offer customers more ways to pay. Accept debit and credit cards, contactless payments, send digital invoices and record cash or cheque payments. Overview

  1. Entering an order
  2. Creating a product list
  3. Chip & PIN payments
  4. Contactless payments
  5. Swipe payments
  6. Recording cash or cheque payments
  7. Issuing invoices
  8. Issuing receipts
  9. Issuing refunds
  10. Setting discounts
  11. Accepting tips
  12. Setting up taxes

Topic 1 of 12Entering an order

Smartphone users

 

Option 1: Manual entry

Enter the total amount due and an optional order description. Tap Add to add more items to the order. To review items in your order plus any applied tax or discounts, tap the total amount. When the order is complete, insert a card in the card reader, or tap Charge to see more payment options.

Option 2: Select items from product list

To add items from your product list, you can swipe the number pad to the left or tap the product list icon. Tap the products in the product list to add them to the order. To review items in your order plus any applied tax or discounts, tap the total amount. When the order is complete, insert a card in the card reader, or tap Charge to see more payment options.

Tablet users

Option 1: Manual entry

Enter the amount and an optional description for each item in the order. When the order is complete, tap Charge to see the payment options.

Option 2: Select items from product list

To add items from your product list, you can swipe the number pad to the left or tap the product list icon. Tap the products in the product list to add them to the order. When the order is complete, tap Charge to see the payment options.

Entering an amount

Select item from product list

Topic 2 of 12Creating a product list

Option 1: Using the PayPal Here app

To save an item to your product list, tap the menu icon, then tap Item Catalogue. Tap Items and use the + sign to add a new item. You can enter the item’s price and description, add an optional picture and/or an associated VAT rate.

Option 2: Using your PayPal account online

Login to your PayPal account via paypal.co.uk. Click on Tools in the menu bar at the top of your account overview. Select All Tools in the drop-down menu and then click on PayPal Here. You can configure your product list by clicking on the Item Catalog tab.

If you are using a tablet you can add or create new items by using the tablet’s camera to scan barcodes.

  • From the Charge screen, tap the Barcode icon
  • Hold the barcode over the red line until it registers
  • You can then use the barcode to create a new item, or add it to an existing item

Creating a product list

Topic 3 of 12Chip & PIN payments

Processing a Chip & PIN card payment

  • Make sure the card reader is connected via bluetooth
  • Enter the amount to be paid, and firmly insert the customer’s card into the bottom of the card reader with the card’s chip facing up and towards the card reader. iPad users will need to tap Charge before inserting the card
  • Your customer can add a tip if you have enabled this option
  • Your customer confirms the amount to pay on the mobile device screen and enters their PIN into the card reader
  • Once the payment has been approved, you can send the customer a receipt by email or SMS

If you are unsure whether or not a payment has gone through, tap the menu icon then tap Sales Activity. You will see a list of recent transactions, or you can tap Sales History to see older transactions.

PLEASE NOTE
Some international Chip & PIN debit/credit cards require a signature to confirm payment. If required, you will be prompted for a signature on the screen of the app.

Find out how to take chip & PIN payments using an iPhone and card reader v.2 (3 min watch)

Topic 4 of 12Contactless payments

Processing a contactless payment

  • Make sure your card reader is connected
  • Enter the amount to be paid
  • Tap Charge
  • Ask your customer to place the contactless card or NFC enabled device over the reader’s screen until all 4 lights at the top turn green
  • Once the payment has been approved, you can send them a receipt by email or SMS

If you are unsure whether or not a payment has gone through, tap the menu icon then tap Sales Activity. You will see a list of recent transactions, or you can tap Sales History to see older transactions.

Find out how to take contactless payments (3 min watch)

Topic 5 of 12Swipe payments

Customers with chipless cards can make a payment by swiping the card and providing their signature on the screen of your device.

Processing a swipe payment

  • Make sure your card reader is connected
  • Enter the amount to be paid, and swipe the customer’s card in the slot at the top of the card reader from left to right and with the magnetic strip facing away from you. iPad users will need to tap Charge before swiping the card
  • Your customer can add a tip if you have enabled this option
  • Ask your customer to confirm the amount by signing their name directly on the screen with their finger
  • Once the payment has been approved, you can send the customer a receipt by email or SMS

Topic 6 of 12Recording cash or cheque payments

PayPal Here provides an easy way to keep track of any cash or cheque payments your customers make with the PayPal Here app.

Recording a cash or cheque payment

  • Enter the amount to be paid, and tap Charge
  • Select Cash or Cheque as the payment method
  • If it’s a cash payment, enter the amount of cash received then tap Next
  • Once the payment has been approved, you can send the customer a receipt by email or SMS
PLEASE NOTE
PayPal does not process cash or cheque payments – the PayPal Here app only provides a facility for recording your cash or cheque payments. There is no fee for recording these types of payments. You will need to independently process any cheques with your bank.

Track cash or cheque payments using the
PayPal Here app

Topic 7 of 12Issuing invoices

PayPal Here lets you issue digital invoices straight from the app – anywhere you do business.

Issuing an invoice using the PayPal Here app

  • When you’re happy with the total amount to be paid, tap Charge
  • Select Invoice as the payment method
  • Enter the customer’s details
  • Select the invoice’s due date
  • Tap Send to complete the invoice
  • Your customer will receive the invoice via email. They can settle the invoice directly from the email by making a card or PayPal payment online or pay you directly via the PayPal Here app and card reader

The fees applied depend on how your customer pays the invoice

Topic 8 of 12Issuing receipts

PayPal Here lets you send receipts to your customers by email or SMS for all sales, refunds and cancelled sales. If your customer has lost their receipt, you can easily reissue a receipt at any time.

Issuing a receipt using the PayPal Here app

  • Tap the menu icon then tap Sales Activity. Tap Sales History for a complete record of your transactions
  • Find the transaction you would like to reissue a receipt for and tap it
  • Tap Send Receipt to send the customer a receipt by email or SMS

PayPal Here is also compatible with selected printers to enable you to print receipts. View list of compatible printers

Saving customer information

At the end of the transaction you will have the option to save the customer’s contact details by tapping on Save Customer Information on the done screen. Fill out the customer’s details in the form that appears and tap Done.

You can access Customer Information by looking up the transaction in your Sales Activity and Sales History reports.

PLEASE NOTE
You will not be able to export this information and run reports of all your customers.

Topic 9 of 12Issuing refunds

You can issue full or partial refunds for any payment.

Issuing a refund using the PayPal Here app

  • Tap the menu icon then tap Sales Activity. Tap Sales History for a complete record of your transactions
  • Find and select the transaction you wish to refund
  • Tap Refund
  • Enter the refund amount, and tap Refund
  • If your customer paid with a debit or credit card but the card is not present, you can process the refund without inserting the card. If they do have the card, insert it in the card reader and follow the steps in the app to complete a card refund
    PLEASE NOTE
    Refunds are always made to the original card used.

    Issue full or partial refunds to your customers using the PayPal Here app

    Topic 10 of 12Setting discounts

    If you plan to offer discounts on any of your products or services, PayPal Here can make the calculations automatically.

    Switching on discounts using the PayPal Here app

    Tap the menu icon then tap Settings and turn Discount ON. Now you can apply a discount to any sale.

    • Once you have a total for the sale, tap the amount or drag down the number pad
    • Tap Discount
    • Enter the amount or the percentage that you would like to discount. When you’re finished, tap Done
    • The discount will now be reflected in the final price. You’ll also be able to see the exact amount of the discount

    Topic 11 of 12Accepting tips

    PayPal Here enables you to accept tips as a percentage or a flat amount as part of the payment process.

    Accepting tips using the PayPal Here app

    • Tap the menu icon then tap Settings then Tips
    • To turn on tips, tap or slide your finger from OFF to ON
    • You can choose to receive tips by amount or percentage
    • Tap to edit any of the preset amounts
    • When you’ve finished, tap Done

    Now when your customers check out, they’ll be prompted to enter a tip before completing payment. Customers can choose a preset tip amount or tap Other to specify their own amount.

    PayPal Here automatically adjusts the purchase total based
    on the tip amount

    Topic 12 of 12
    Setting up taxes

    Setting up sales taxes using the PayPal Here app

    • Tap the menu icon then Settings
    • On the next screen, tap Tax and turn Tax ON if you wish to set tax rates and automatically calculate tax
    • To set a new tax rate, tap Add New Tax Rate in iOS or the + symbol in Android
    • Give your tax rate a descriptive name, e.g. VAT. If you’ll be applying this rate to most sales, tap Set as Default Tax Rate
    • If your tax rate will be added to each item, select Tax will be applied to each item. If the tax rate is included in the prices you charge, select Tax is included in item price

    Set up sales taxes using the PayPal Here app

    Contact Us

    Need help? Get in touch
    If you have any questions, contact our UK customer support team on 020 8080 6500* or 0800 358 9448* or visit the PayPal Here community support page.
    *Calls to the 020 number from a BT landline may be charged at the full national call rate. Calls to the 0800 number are free from a BT landline. Calls from other networks may vary and from mobiles will cost considerably more.