Overview
This article addresses an error that occurs when posting Shopify payouts in Webgility and QuickBooks. The error message:
You cannot apply payment more than the settled amount.
or
Applied To Txn Add payment amount field has an invalid value. You can’t pay more than the amount due
Both errors arise when Webgility attempts to apply a payment amount greater than the QuickBooks (QB) invoice total. This issue is commonly caused by discrepancies between the payout details and the corresponding orders or invoices in QuickBooks.
Causes
Invoice Mismatch: The QuickBooks invoice total is less than the payment recorded in Webgility.
Sales Tax Discrepancy: The sales tax amount of the posted order does not match the adjusted value in the payout report.
Removed Order Items: An order item may have been removed after the payout report was generated.
Payout Issue: The payout in Webgility may display a higher payment amount than what was actually received in the Shopify payout for that date.
Steps to Fix the Error
1. Update Webgility to the Latest Version
Ensure Webgility is updated to the latest version to resolve known bugs and ensure compatibility. Follow this article for instructions on updating Webgility.
2. Re-Download and Repost the Payout
Re-download the payout in Webgility.
Try posting the payout again to check if the issue persists.
3. Identify and Analyze the Problem Order
The error message will display the order number causing the issue.
Use this order number to locate the corresponding invoice in QuickBooks and the order in Webgility.
4. Compare the Invoice and Order Details
Open the QuickBooks invoice and the order in Webgility.
Verify that all line items, taxes, and fees match.
Look for discrepancies such as:
Missing or incorrect taxes
Fees not recorded
Incorrect line item amounts
5. Resolve Sales Tax Discrepancy
If the issue is caused by a mismatch in sales tax:
Navigate to Integration > Accounting > Posting Settings > Sales Tax.
Ensure the settings are configured to download the tax amount as a line item.
Unsync the posted order and repost it after reconfiguring the sales tax settings.
By doing this, Webgility will download the exact tax amount associated with the online order.
6. Handle Removed Order Items
If an order item was removed after the payout report was generated:
Go to Integrations > Store > Settings.
Enable the option "Do not download removed items with the order".
Unsync the posted order, then redownload it to update the order details.
Repost the order to resolve the discrepancy.
7. Verify the Payout Amount
Open the order in Shopify and review the timeline for the payout information.
Look for the message: "X amount will be added to your DD/MM/YY payout."
In Webgility, select the payout and click on the View option to verify the payment received against the specific order mentioned in the error.
Additional Tips
Ensure that taxes and fees are properly configured in Webgility to match QuickBooks settings.
By following these steps, you should be able to resolve the error and successfully post your payouts.