PayPal Activity Export Guide
Separate PayPal activity columns for payments, fees, refunds, FX rows, withdrawals, and holds before matching the bank deposit.
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Problem statement
The PayPal Activity export mixes customer payments with fees, currency movements, holds, reversals, and withdrawals. Reviewers need the fields that isolate the withdrawal batch before they compare it to the bank.
Numeric example
| Line item | Amount |
|---|
| Identity | Transaction ID and withdrawal reference |
| Classification | Type, status, currency |
| Amounts | Gross amount, fee, net movement |
Why the numbers do not match
- Transaction type separates customer payments from fees, refunds, withdrawals, holds, and reversals.
- Currency and FX-related fields explain why the bank amount may differ from the platform balance movement.
- Withdrawal references are stronger evidence than amount-only bank matches.
- Date fields help separate payment timing from later withdrawal timing.
What files to export
- PayPal Activity export with payments, fees, refunds, FX rows, holds, withdrawals, references, and currencies.
- Bank statement export with deposit date, amount, and description for PayPal withdrawals.
- Orders or invoices export when customer-facing references are needed behind the withdrawal batch.
Manual workflow
- Separate the Activity export by transaction type before any bank matching starts.
- Group the withdrawal-supporting rows and calculate the expected net withdrawal.
- Keep FX, holds, and reversals separate from normal processing fees.
- Match the withdrawal batch to the bank deposit by amount, date, and reference.
- Leave unsupported differences in review until another export or explanation confirms them.
Common mistakes
- Matching customer payments directly to the bank before isolating the withdrawal batch.
- Treating FX rows, holds, and reversals as if they were all ordinary fees.
- Closing the review before the withdrawal reference and net amount agree with the bank row.
How Reconcile Locally helps
- Keeps PayPal activity rows, withdrawal support, and bank rows in one local review workflow.
- Separates matched withdrawals from open amount differences and unknown deposits.
- Exports a report that preserves unresolved PayPal review states instead of hiding them in notes.
What still needs manual review
- PayPal export layouts can vary, especially in mixed-currency workflows.
- Some holds, reserves, and weak-reference withdrawals still require manual confirmation.
Content review and sources
Written and reviewed by the Reconcile Locally product team. Last reviewed June 7, 2026.
Guidance is checked against current product behavior and first-party documentation where available. Reconciliation results still require human review.
Frequently asked questions
Which PayPal Activity columns matter most?
Start with transaction type, transaction ID, withdrawal reference, currency, gross amount, fee, and net movement. Those fields usually explain the bank withdrawal better than the raw payments total.
Should I match PayPal customer payments directly to the bank deposit?
Usually no. Match the withdrawal batch to the bank first, then use the Activity export to explain what sits behind that withdrawal.