Overview:
This article explains how to configure additional transaction settings in Webgility Desktop to ensure order data is correctly posted to specific fields in the QuickBooks transaction template.
Accessing Additional Settings:
In Webgility Desktop, navigate to Connections, then go to Accounting/POS/ERP and click on Sync Settings. Under the Orders section, open the Transaction Settings tab and expand the Additional Settings section by clicking the Chevron button. You can now map the various order-related data by configuring their respective value to the corresponding fields of Quickbooks Transaction.
Fields to configure:
Check Number Field: This is where you put the number of the check you're using to pay for something. It helps you and others keep track of which check was used for what. The options available to post are-
Online PO #
Order # without prefix
Phone # without prefix
Transaction ID
Transaction ID without prefix
Other Field: This is a spot where you can write down any extra info you want to remember about the transaction. It's like a little note section. The options available to post are -
Tracking ID
Store Other Field
Billing Email
Shipping Email
Online PO#
Payment Method
Order #
Order # without Prefix
Card Type/Name
Payment Reference Field: Here you can mention what the payment is for, like if it's for a particular invoice or bill. It helps you link the payment to the right thing. The options available to post are -
Online PO#
Store Name : Order #
Order #
Order # without prefix
Last 4 digit of credit card #
Email
Customer Name
Customer Name : Order #
Customer Comments
Transaction ID
Transaction ID without Prefix
PO Numbering: This is where you put the number of the purchase order (PO) related to the transaction. It's useful for keeping things organized and making sure the right orders are matched with the right payments. The options available to post are -
Online PO#
Store Name : Order #
Order #
Order # without prefix
Last 4 digit of credit card #
Email
Customer Name
Customer Comments
Transaction ID
Transaction ID without Prefix
Payment Memo: This is where you can jot down a short explanation or reminder about the payment. It helps you remember why you made the payment later on. The options available to post are -
Online PO#
Store Name : Order #
Order #
Order # without prefix
Last 4 digit of credit card #
Email
Customer Name
Customer Name : Order #
Customer Comments
Transaction ID
Transaction ID without Prefix
Transaction #
Transaction # without Prefix
Payment Method : Transaction ID without prefix
Payment Date: This is simply the date when you made the payment. It's important for keeping track of when money moves in and out of your accounts. The options available to post are -
Order Date
Order date + 3 Business Days
Ship Date
Date of posting to Quickbooks Desktop system
Customer Message: Here you can write a message specifically for the customer, like a thank you note or any other important information you want to share with them regarding the transaction. The options available to post are -
Please remit to above address.
Thank you for your business.
All work is complete!
It’s been a pleasure working with you!
We appreciate your prompt payment.
None(blank)
If you have any questions, contact Webgility Support for further assistance.