Recommended Posting Settings for QuickBooks Financials in Webgility Desktop
This article outlines the basic posting settings recommended for QuickBooks financials in Webgility. For advanced configurations or if you have specific workflows that need customization, we recommend working with a Webgility Implementation Specialist to tailor the setup to your business needs.
If you’ve recently added a new sales channel, you will be directed to the Posting Settings by default. Alternatively, you can access these settings by navigating to Connections, then select Accounting/POS/ERP and then click on Sync Settings.
Many fields within the configuration screens will display a Blue Plus Icon next to them.
When you see this icon, it indicates that you can add that particular element to your QuickBooks setup. For example, if you want to create a new class in QuickBooks to track transactions separately, clicking the Blue Plus Icon will allow you to create it directly from within Webgility.
Note: If you need to add an item to QuickBooks to align with one of the recommended settings, and the Blue Plus Icon is not available, click the Refresh Icon in the lower right corner of the configuration screen to refresh the settings.
Orders
The Orders tab determines the transaction type and defines how orders will be reflected in QuickBooks.
Posting Rules
This screen allows you to configure how orders will be posted and select the type of transaction to be used.
1. Select How to Post Orders: In this section, you can choose whether to post individual transactions or group orders together (daily, weekly, or monthly). Group posting is an advanced feature, so we recommend keeping it disabled and posting individual orders for now.
2. Select the Transaction Type for Posting Orders: Here, you can choose from Sales Receipts, Invoices, or Sales Orders. We recommend selecting Sales Receipts.
To configure the selected transaction type further, click Setup next to the transaction dropdown to adjust specific settings related to that type.
3. Select a Template from QuickBooks:
Choose a template from the available options in QuickBooks.
4. Sales Rep (Optional): The Sales Rep field is optional, so you can leave it blank if you don’t use sales reps in QuickBooks.
5. Deposit to Account: This field specifies where the income from the order will be deposited in QuickBooks. We recommend using a clearing account, as outlined.
6. Sales Rep Type: This option works in conjunction with the Sales Rep selection above. If the customer on the order is already in QuickBooks and has a designated sales rep, you can choose User Customer Sales Rep to use the rep assigned to the customer. Alternatively, select Use Transaction Sales Rep if you want to default to the sales rep chosen earlier in the setup.
Configure Mappings: This section allows you to map payment types and shipping methods to the corresponding options in QuickBooks. Since this is a more advanced configuration, we recommend skipping this step for now.
Enable Related Transactions: This section allows you to enable features such as purchase orders, credit memos, and refunds. These are considered advanced settings, so if you need to enable them, please consult with your Implementation Specialist.
Transaction Settings
This screen allows you to define your transaction preferences in QuickBooks. While there are many settings available, most are optional. This section will focus on the required and recommended settings. For more specialized workflows, please consult with your Implementation Specialist to configure them.
These settings determine how the order will be translated into QuickBooks:
Transaction Numbering:
The recommended option is to use the QuickBooks Number. However, you can choose to use the sales channel order number instead.
Note: If you opt for the QuickBooks number, it's a good idea to include the sales channel order number in the memo field for easy reference.Transaction Date: The recommended option is to use the Order Date.
Item Description: This setting is based on your preferences. It controls whether the line items in your transaction will use the sales channel description or the QuickBooks description. If you need the transactions to match exactly what comes from the sales channel, choose the Sales Channel Description.
Record Shipping Charges: This setting is for recording the shipping income that customers pay for order fulfillment. Select the line item you currently use to record shipping charges.
Note: In QuickBooks Online (QBO), this option is pre-configured to use the integrated shipping method within QuickBooks.
Optional Settings
The settings on this screen are optional. However, if you use inventory assemblies or group products, it's important to inform your Implementation Specialist so they can configure the appropriate settings for you.
Products
This section allows you to configure how products from your sales channel map to the QuickBooks item list.
A. The most effective method for clients to match items is by using the online store SKU alongside the QuickBooks item name.
B. This setting controls how Webgility Desktop handles orders that do not have a matching or mapped item. The recommended option is to prompt to create or map the product when posting the order.
C. If you don’t see this section, don’t worry—it only appears if you're using QuickBooks Enterprise with advanced inventory enabled. If it is visible, you will need to select your default inventory site.
Customers
This section of the posting settings defines how Webgility Desktop will handle customers in QuickBooks, whether they are returning customers or new customers.
A. Matching Criteria
This section defines how Webgility Desktop matches customers from your sales channel orders to existing customers in QuickBooks.
For the first matching rule, we recommend selecting Email to Email.
For the second matching rule, use First Name, Last Name, and Customer Name.
B. Handling New Customers
This setting controls how Webgility Desktop handles orders from customers who are not already in QuickBooks. You can choose to either select an existing customer as a default or have Webgility create a new customer.
We generally recommend setting this to a default standard customer, unless you are dealing with wholesale or other operations that require unique customer data for each order in QuickBooks.
Note: Even if you use a default customer, the real customer’s billing and shipping information will still be populated into the Ship To and Bill To fields on the transaction.
C. Advanced Options
These advanced settings should generally be left unchecked unless you’re working with a Webgility Implementation Specialist. This section allows you to manage sales channels that process orders in multiple currencies and is intended for advanced users only. If you require multi-currency support, please consult with your Implementation Specialist.
For more details: How to configure Customer Settings in Webgility Desktop
Sales Tax Settings
Sales tax settings can vary widely depending on your business’s specific needs. It's recommended to consult with a tax specialist and inform your Webgility Implementation Specialist about how you need this configured. However, the settings shown here are recommended for a simpler configuration.
Record Sales Tax as a Line Item in QuickBooks
This option bypasses the QuickBooks tax engine to ensure that the sales tax collected in your online store always matches the amount recorded in QuickBooks.
Select a Sales Tax Line Item:
Choose the sales tax line item to use when there is a sales tax charge.Select Your Non-Taxable Sales Tax Item:
Choose the non-taxable sales tax item for transactions that do not require tax.Handle Taxable and Non-Taxable Goods:
If you sell a mix of taxable and non-taxable items, check the box and select the appropriate taxable and non-taxable items.
Discounts
This section controls how Webgility Desktop manages discounts from your sales channel orders. If your sales channel offers coupon code discounts, enable this option by checking the box. Once enabled, you will need to choose a discount item for Webgility to apply.
Next, set whether the discount is applied before or after tax. Generally, discounts are applied before tax, so if this applies to your business, select Non (before tax).
Expenses & Fees
If your sales channel is connected to payment processors, you can conveniently track payment processing fees in QuickBooks. For detailed instructions, please refer to the help article Record Payment Processor Fees.
Feel free to reach out to our Support team if you need additional assistance.