Setting up and maintaining your account

<< Merchant setup and administration guide

Before you take your first payment on your PayPal account, there are a few things to consider. For example:

  • How do you want your name to appear on buyers' credit card statements?
  • Will you accept payments from buyers in other countries?
  • Do you want to grant account access to other users in your organization?
  • Which currencies will you accept?

Use your PayPal account profile to set and edit these options.

Read the following topics to learn about the profile settings:


Adding your credit card statement name

When PayPal members pay with credit cards on file with their PayPal accounts, the transaction descriptions appear on their credit card statements in the following format:

PAYPAL*Merchant-Name

By default, Merchant-Name is:

  • For premiere accounts, the mailbox name of the email address that you specified when you signed up your account.
  • For business accounts, the business name that you specified when you signed up for your account.

The value you specified is converted to all upper-case letters, spaces are removed, and the result is truncated to eleven characters. The result is stored in your PayPal account profile as your Credit Card Statement Name.

The default value for your credit card statement name may be difficult for payers to understand. To reduce chargebacks and payer confusion, replace the default credit card statement name with one that accurately reflects your business or legal name. Use the Payment Receiving Preferences page to make this change.

To specify your credit card statement name:

  1. Log into your PayPal business account on paypal.com.

  2. Click the profile icon (Profile menu) at the top of the page, and then select Profile and settings in the Business Profile menu.

    Note: If you do not see the profile icon at the top of the page, click Profile, which appears in the top menu when the My Account tab is selected.

  3. Click My selling tools.

  4. Click Update next to Credit card statement name in the Selling online section. The Payment Receiving Preferences page opens.

    You have the option to modify the following fields:

    Setting Action
    Credit Card Statement Name Enter up to 11 characters and spaces. Do not include special characters, such as “&,” “#”, or “_”. The value is converted to all capital letters and might be truncated by some credit card processors.
    Extended Credit Card Statement Name Enter up to 19 characters and spaces. Do not include special characters, such as “&,” “#”, or “_”.The value is converted to all capital letters and might be truncated by some credit card processors.
  5. Scroll to the bottom of the page and click Save.


Blocking certain kinds of payments

Use the Payment Receiving Preferences page to block payments from certain payers, currencies, or funding sources. For example, if you want your account to only maintain currency balances for U.S. dollars and Euros, you can block payments that are in other currencies.

The Payment Receiving Preferences page contains several options that you can set to block payments in certain situations.

Read the following topics to learn more about blocking payments:

Blocking payments from payers without a confirmed address

You can better manage your risk by blocking payments where the payer chooses not to share his Confirmed Address with you. PayPal provides Confirmed Addresses to help you make informed decisions when shipping goods. To be eligible for PayPal's Seller Protection Policy (SPP), and to help reduce your risk of dealing with fraudulent buyers, ship to a buyer’s Confirmed Address.

To set the options for blocking this type of payment:

  1. Log into your PayPal business account on paypal.com.

  2. Click the profile icon (Profile menu) at the top of the page, and then select Profile and settings in the Business Profile menu. Click My selling tools.

    Note: If you do not see the profile icon at the top of the page, click Profile, which appears in the top menu when the My Account tab is selected, and then click My selling tools.

  3. Click Update next to Block payments in the Getting paid and managing my risk section.

  4. In the setting For the items not sold on eBay, only allow payments from the users with confirmed address, select one of the following options:

    • Yes – Block all payments from payers without a confirmed address. This option requires that all payers provide a confirmed address.
    • No – Accept all payments. To maximize your sales, select this option.
    • Ask Me – Choose whether to accept or deny payment without a confirmed address on a transaction-by-transaction basis. This option lets you decide whether to take on the risk of not having the payer’s confirmed address for each transaction. If you accept the payment, it becomes a completed transaction. If you deny a particular payment, PayPal notifies the payment sender that their payment was denied and credits the sender with the payment amount. PayPal does not charge fees for denied payments.
  5. Scroll to the bottom of the page and click Save.

Blocking payments in currencies that you do not hold

When you receive a payment in a currency you do not hold, PayPal prompts you to open a balance for that currency, convert it to your primary balance, or deny the payment. Payments in currencies for which you hold a balance are applied to the appropriate balance. You see a summary of each currency balance in your Account Overview page.

For more information about currencies associated with your account, see Managing currency balances.

To set the options for blocking this type of payment:

  1. Log into your PayPal business account on paypal.com.

  2. Click the profile icon (Profile menu) at the top of the page, and then select Profile and settings in the Business Profile menu. Click My selling tools.

    Note: If you do not see the profile icon at the top of the page, click Profile, which appears in the top menu when the My Account tab is selected, and then click My selling tools.

  3. Click Update next to Block payments in the Getting paid and managing my risk section.

  4. Scroll down the page to the Allow payments sent to me in a currency I do not hold setting and select one of the following options:

    • Yes – Accept the payments and convert them to U.S. Dollars. (Additional charges apply.)
    • No – Deny all payments not made in U.S. Dollars.
    • Ask Me – Decide whether to accept each individual payment.
  5. Scroll to the bottom of the page and click Save.

Blocking accidental payments

You can choose whether to accept payments with the same Invoice ID or to block payments when the Invoice ID was already used.

When you receive payments from buyers, you can include an optional Invoice ID field to track payments; buyers will not see this ID. A buyer's Invoice ID must be unique for each transaction. If PayPal receives a payment with an Invoice ID that was used for another payment, PayPal will assume this was an accidental payment and will not accept the transaction.

To set the options for blocking this type of payment:

  1. Log into your PayPal business account on paypal.com.

  2. Click the profile icon (Profile menu) at the top of the page, and then select Profile and settings in the Business Profile menu. Click My selling tools.

    Note: If you do not see the profile icon at the top of the page, click Profile, which appears in the top menu when the My Account tab is selected, and then click My selling tools.

  3. Click Update next to Block payments in the Getting paid and managing my risk section.

  4. Scroll down the page to the Block accidental payments setting, and select one of the following options:

    • Yes, block multiple payments per invoice ID – Do not accept more than one payment per invoice. This option prevents duplicate payments that you must refund.
    • No, allow multiple payments per invoice ID – Do not limit the number of payments received for an invoice. Choosing this option might result in duplicate payments that require a refund.
  5. Scroll to the bottom of the page and click Save.

Blocking payments from payers with non-U.S. PayPal accounts

Because many international addresses cannot be confirmed, you may choose to block payments from users with non-U.S. PayPal accounts in order to qualify for the Seller Protection Policy.

Note: By choosing this preference, you will deny non-U.S. users the ability to send you payments. This may significantly reduce your sales volume.

To set the options for blocking this type of payment:

  1. Log into your PayPal business account on paypal.com.

  2. Click the profile icon (Profile menu) at the top of the page, and then select Profile and settings in the Business Profile menu. Click My selling tools.

    Note: If you do not see the profile icon at the top of the page, click Profile, which appears in the top menu when the My Account tab is selected, and then click My selling tools.

  3. Click Update next to Block payments in the Getting paid and managing my risk section.

  4. Scroll down to the Block payments from users who setting.

  5. Select Have non-U.S. PayPal accounts.

  6. Scroll to the bottom of the page and click Save.

Blocking payments initiated through the Send Money feature

You can choose whether to receive payments initiated via the Send Money feature on the PayPal website. If you block these payments, you accept only payments initiated from Buy Now, PayPal Shopping Cart, Gift Certificate, Subscription, and Donate buttons, as well as Winning Buyer Notification, Mass Payments, Money Requests, Smart Logos, or eBay Checkout Payments. As a result, you limit payments you receive to those associated with a specific item or transaction that you defined and selecting this option might help you manage your account.

Note: The Gift Certificate button is discontinued as of February 1, 2017.

To set the options for blocking this type of payment:

  1. Log into your PayPal business account on paypal.com.

  2. Click the profile icon (Profile menu) at the top of the page, and then select Profile and settings in the Business Profile menu. Click My selling tools.

    Note: If you do not see the profile icon at the top of the page, click Profile, which appears in the top menu when the My Account tab is selected, and then click My selling tools.

  3. Click Update next to Block payments in the Getting paid and managing my risk section.

  4. Scroll down to the Block payments from users who setting.

  5. Select Initiate payments from the Pay Anyone subtab of the Send Money tab.

  6. Optionally provide a URL in the Alternate Payment URL text box to display an alternate payment URL to those users who attempt to pay you using PayPal's Send Money feature.

  7. Scroll to the bottom of the page and click Save.

Blocking payments funded with echecks

You can receive eCheck payments through PayPal Website Payments or Auction Logos. eCheck payments are listed as Pending and are not credited to your PayPal account for three to four business days.

You can block payments from PayPal members who pay with eChecks. Because eCheck payments take three to four business days to clear, you might want to block them for your Instant Purchase and Buy Now buttons.

If you choose to block these payments, users who attempt to pay via eCheck are prompted to add a credit card to their account before completing the transaction.

Note: You may not block eCheck payments on eBay.

To block payments funded with eChecks:

  1. Log into your PayPal business account on paypal.com.

  2. Click the profile icon (Profile menu) at the top of the page, and then select Profile and settings in the Business Profile menu. Click My selling tools.

    Note: If you do not see the profile icon at the top of the page, click Profile, which appears in the top menu when the My Account tab is selected, and then click My selling tools.

  3. Click Update next to Block payments in the Getting paid and managing my risk section.

  4. Scroll down to the Block the following payments setting and select the Pay with eCheck or German bank transfer for all website payments except eBay option.

  5. Scroll to the bottom of the page and click Save.

Blocking payments from student account holders under 18 years old

You can block payments from PayPal members with student accounts who are under 18 years of age. This feature may be useful if some of the merchandise or products you offer are age sensitive or prohibited for minors under the age of 18.

To block payments from student account holders under the age of 18:

  1. Log into your PayPal business account on paypal.com.

  2. Click the profile icon (Profile menu) at the top of the page, and then select Profile and settings in the Business Profile menu. Click My selling tools.

    Note: If you do not see the profile icon at the top of the page, click Profile, which appears in the top menu when the My Account tab is selected, and then click My selling tools.

  3. Click Update next to Block payments in the Getting paid and managing my risk section.

  4. Scroll down to the Block payments from Student account users under 18 years old setting, and select the Yes option.

  5. Scroll to the bottom of the page and click Save.


Adding users to your PayPal account

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. The following sections describe how to determine which privileges to set for users and how to add, edit, and remove users of your account.

Read the following topics to learn more about managing users:

Managing users of your account

As the holder of a PayPal Business account, you are the primary user of the account. You automatically receive all access privileges for your account. One of those privileges is to add users to your account.

To have people in your organization complete tasks for you, add them as secondary users to your account by using the Manage users page. For example, you can grant administrative privileges to your accountant to manage funds in your account.

The Manage users page lets you add and remove users, add and edit access privileges granted to users, and change user’s passwords. Access the Manage users page using a link in your account profile by doing the following:

  1. Log into your PayPal business account on paypal.com.

  2. Click the profile icon (Profile menu) at the top of the page, and then select Profile and settings in the Business Profile menu. Click My settings.

    Note: If you do not see the profile icon at the top of the page, click Profile, which appears in the top menu when the My Account tab is selected, and then click My settings.

  3. Click Get started or Update next to Manage users.

Note: You can add up to 200 users to your PayPal account.

Determining access privileges

When you add users to your account, grant them access to different account areas based on their business roles. For example, grant your developers the API Activation & Authorization privilege so they can help complete your account’s implementation.

Before adding users to your account, determine which account areas and functions they should access. By granting access only to the information or features they need, you can maintain better control of your account.

When you add a user or modify a user’s access, you must select which privileges to grant; PayPal does not set them. You can change the privileges that you grant later, if necessary.

The following chart recommends privileges for different roles in your organization. If your account does not have one of the PayPal features listed, you cannot assign access privileges for it. Each description tells you which tasks are included for the access privilege. For example, if you grant the Request money privilege, the user can request money from someone by email or through invoicing.

Note: If you assign the Schedule and download Transaction History and run Settlement Report privileges to a user, it must be the only privilege assigned to that user.

When you are adding or editing a user, you can display a popup that contains this chart by clicking the What privileges do we recommend? link on the Add Users or Edit user access pages.

Granting administrative access to another user

When adding a user to your account or modifying a user's access privileges to include the Discuss account with customer service privilege, the Account administrator agreement page opens. This page outlines the terms that you must accept to grant administrative access to a secondary user.

Read the terms and click the Accept button to grant administrative access to the user. If you click the Decline button, the privilege will not be granted to the user.

Adding a user to your account

When you add a user to your account, you must provide the following information:

  • User ID – A unique ID that is 8 to 16 characters long and contains only letters and numbers. Choose the user ID carefully; once assigned, you cannot change it.

    Note: Do not use an email address as the user ID. User IDs for secondary users cannot include special characters.

  • Password – A combination of 8-20 characters that contains letters, numbers, and special characters. You can change the password, as needed.

  • User Access – Select one or more privileges from the list on the page. To help you choose, the recommended privileges are grouped by common roles in an organization. For more information, see Determining access privileges.

To add a user to your PayPal Business account:

  1. Log into your PayPal business account on paypal.com.

  2. Click the profile icon (Profile menu) at the top of the page, and then select Profile and settings in the Business Profile menu. Click My settings.

    Note: If you do not see the profile icon at the top of the page, click Profile, which appears in the top menu when the My Account tab is selected, and then click My settings.

  3. Click Get started or Update next to Manage users.

  4. Click Add User. You might be prompted to enter additional information at this point as a security measure.

  5. The Add Users page opens.

  6. Enter information in the following fields:


    Field Name Description
    User’s first and last name Enter the first and last name of the person to whom you want to give access to your account.
    User ID Enter a combination of 8-16 characters. Special characters are not allowed.
    Re-enter User ID Enter the same combination of characters that you entered for User ID.
    Password Enter a combination of 8-20 letters, numbers, and special characters. Letters in the password are case-sensitive.
    Re-enter Password Enter the same combination of characters and special characters that you entered for Password.
     

    Select any of the checkboxes to grant the user specific privileges within your account. Privileges are grouped by user role; each role lists its recommended privileges.

    Accounting
    • Send Money
    • Add money to account
    • Process refunds
    • Withdraw money
    • Cancel Payments
    • Send Mass Payments
    • Set up Recurring Payments
    • Request money and send invoices
    • View Transactions Charts & Graphs
    Administration
    • View Balance
    • View Profile
    • Edit Profile
    • Discuss account with Customer Service
    • Handle authorizations & settlements
    • View Customers
    Integration
    • API Activation & Authorization
    Virtual agent
    • Schedule and download Transaction History, and run Settlement Report
    Shipping agent
    • Use PayPal shipping

  7. Click Save.

Editing access privileges for a user

After you add a user, you can change the user’s access privileges. You cannot change the user’s name or user ID.

For example, when a user’s responsibilities in your organization changes, you can add or remove access privileges to reflect the user’s adjusted role. Use the Edit user access page to make these adjustments.

To edit the access privileges of a user:

  1. Log into your PayPal business account on paypal.com.

  2. Click the profile icon (Profile menu) at the top of the page, and then select Profile and settings in the Business Profile menu. Click My settings.

    Note: If you do not see the profile icon at the top of the page, click Profile, which appears in the top menu when the My Account tab is selected, and then click My settings.

  3. Click Update next to Manage users.

  4. Select the radio button next to the user's name, and click the Edit button. The Edit user access page opens, with the User Name and User ID displayed as read-only text.

  5. Select and deselect checkboxes for the access privileges that you want to grant or revoke.

  6. Click Save.

Resetting the password for a user

If users forget their passwords, you can reset them using the Change user password page.

To reset the password for a user:

  1. Log into your PayPal business account on paypal.com.

  2. Click the profile icon (Profile menu) at the top of the page, and then select Profile and settings in the Business Profile menu. Click My settings.

    Note: If you do not see the profile icon at the top of the page, click Profile, which appears in the top menu when the My Account tab is selected, and then click My settings.

  3. Click Update next to Manage users.

  4. Select the radio button for the user name you want, and click Change Password.

  5. The Change user password page opens, with the User Name and User ID displayed as read-only text.

  6. Enter a new password for the user in the following fields:


    Field Name Description
    Password Enter a combination of 8-20 letters, numbers, and special characters. Letters in the password are case-sensitive.
    Re-enter Password Enter the same combination of characters and special characters that you entered for Password.

  7. Click Save.

Removing a user

When people leave your organization or change to roles that do not require account access, you should remove them from your account. Use the Remove user page to remove a user from your account. This page asks for confirmation before removing the user.

To remove a user from your PayPal Business account:

  1. Log into your PayPal business account on paypal.com.

  2. Click the profile icon (Profile menu) at the top of the page, and then select Profile and settings in the Business Profile menu. Click My settings.

    Note: If you do not see the profile icon at the top of the page, click Profile, which appears in the top menu when the My Account tab is selected, and then click My settings.

  3. Click Update next to Manage users.

  4. Select the radio button next to the user name you want to remove, and then click Remove. The Remove user page opens, with the User Name and User ID displayed as read-only text.

  5. Click Yes to permanently remove the user from your account.


Handling multiple currencies

PayPal helps you handle multiple currencies in the following ways:

Managing currency balances

You see a summary of each currency balance in your account Summary or Overview page. Use the My Money section of your account profile to manage your currency balances, including the following:

People can pay you in the following currencies; you maintain PayPal balances only in those currencies that you specify.

Holding currencies and currency codes in PayPal accounts
Currency Currency Code
Australian Dollar AUD
British Pounds GBP
Canadian Dollar CAD
Czech Koruna CZK
Danish Krone DKK
Euro EUR
Hong Kong Dollar HKD
Hungarian Forint HUF
Israeli New Sheqel ILS
Japanese Yen JPY
Mexican Peso MXN
New Taiwan Dollar TWD
New Zealand Dollar NZD
Norwegian Krone NOK
Philippine Peso PHP
Polish Zloty PLN
Russian Ruble RUB
Singapore Dollar SGD
Swedish Krona SEK
Swiss Franc CHF
Thai Baht THB
U.S. Dollar USD

Selecting your primary currency

Your primary currency is the default currency for sending and requesting payments. If your account has multiple currency balances, you can change which currency is the primary.

To select the primary currency for your account:

  1. Log into your PayPal business account on paypal.com.

  2. Click the profile icon (Profile menu) at the top of the page, and then select Profile and settings in the Business Profile menu. Click My Money.

    Note: If you do not see the profile icon at the top of the page, click Profile, which appears in the top menu when the My Account tab is selected, and then click My Money.

  3. Mouse over More next to PayPal balance, then select Currencies. The Manage Currencies page opens.

  4. Click the radio button next to one of the currencies that you already hold a PayPal balance in and click Make Primary. The Manage Currencies page confirms that you changed your primary currency by displaying (Primary) after the currency name.

Adding currency balances

If you want to accept payments in a particular currency, you must add that currency to your account. When you add the new currency, all future payments that you receive in this currency are automatically credited to this balance.

To open a balance in a new currency:

  1. Log into your PayPal business account on paypal.com.

  2. Click the profile icon (Profile menu) at the top of the page, and then select Profile and settings in the Business Profile menu. Click My Money.

    Note: If you do not see the profile icon at the top of the page, click Profile, which appears in the top menu when the My Account tab is selected, and then click My Money.

  3. Mouse over More next to PayPal balance, then select Currencies. The Manage Currencies page opens.

  4. Select a currency name from the Select new currency dropdown menu and click the Add Currency button. The Manage Currencies page confirms that you added a currency balance and displays it in the Currency list.

Transferring amounts between currency balances

Use the Manage Currencies page to move amounts from one currency balance to another. Before confirming the transfer, you can see the currency exchange rate that PayPal will use.

  1. Log into your PayPal business account on paypal.com.

  2. Click the profile icon (Profile menu) at the top of the page, and then select Profile and settings in the Business Profile menu. Click My Money.

    Note: If you do not see the profile icon at the top of the page, click Profile, which appears in the top menu when the My Account tab is selected, and then click My Money.

  3. Mouse over More next to PayPal balance, then select Currencies. The Manage Currencies page opens.

  4. In the Currency Exchange section of the page, enter the amount that you want to transfer in the From field, then select the type of currency you want to transfer from in the dropdown list under the From heading.

  5. Select the currency that you want to transfer the funds to from the To dropdown list.

  6. Click Calculate to see the amount in the new currency that will be transferred and the exchange rate used to calculate that amount.

  7. Click Continue to see the details of your pending transfer. The Review currency exchange page opens.

  8. Click the Exchange Currency button to complete the transfer. The Manage Currencies page displays the updated balances.

Closing currency balances

You can close a currency only if there are no funds in that balance. If you still have available funds in that currency, you must transfer those funds to a different currency before you continue. If you receive any future payments in a closed currency, you will be given an option to accept or deny each payment.

To close a currency balance:

  1. Log into your PayPal business account on paypal.com.

  2. Click the profile icon (Profile menu) at the top of the page, and then select Profile and settings in the Business Profile menu. Click My Money.

    Note: If you do not see the profile icon at the top of the page, click Profile, which appears in the top menu when the My Account tab is selected, and then click My Money.

  3. Mouse over More next to PayPal balance, then select Currencies. The Manage Currencies page opens.

  4. Click the radio button next to the currency that you want to close.

    Note: If the currency does not have a zero balance, you must transfer all funds to another currency before you can remove it.

  5. Click the Close Currency button. The Manage Currencies page confirms that the currency balance was closed and the closed currency is no longer displayed on the this page.

Accepting or denying cross-currency payments

You choose which currencies you accept and how you want to accept them. When you receive a payment in a currency for which you hold a balance, the payment is applied to the appropriate balance. If you receive a payment in a currency that you do not hold, you can choose to block such payments entirely or allow them, as explained in Blocking payments in currencies that you do not hold. If you have not blocked such payments, then when you receive a payment in a currency for which you do not hold a balance, PayPal prompts you to do one of the following:

  • Accept the payment and open a balance for that currency.
  • Accept the payment and convert the payment to your primary balance.
  • Deny the payment.

Receiving fees are assessed in the currency in which the funds were sent. Payments converted to your primary currency are converted at a competitive exchange rate.

To accept or deny a payment:

  1. Log into your PayPal business account on paypal.com.
  2. Click Activity at the top of the page. If you do not see an Activity link at the top, go to the My Account > Overview page. Payments made in currencies you do not hold display an Accept dropdown menu.
  3. Select Accept or Deny from the dropdown list. The Accept or Deny this Payment page opens.
  4. Click the radio button next to one of the options. Your choices are:
    • Accept the payment and convert it to your primary currency.
    • Accept the payment and create a balance in the other currency.
    • Deny the payment.
  5. Click the Submit button to apply your choice. OR Click the Decide Later button to leave the transaction unchanged.

For more information about currencies associated with your account, see Managing currency balances.