Set Up Automation for Transactional Accounting in Webgility Online
In this comprehensive guide, we will delve into the process of configuring automation in Webgility Online. This powerful tool is designed to streamline your e-commerce operations by automating crucial tasks such as order posting and inventory synchronization.
Below we will walk you through each step of the configuration process, providing clear instructions and helpful tips along the way. By the end of this article, you will have a thorough understanding of how to set up automation in Webgility Online, empowering you to focus on more strategic aspects of your business.
Before you begin, You must ensure that orders are accurately posted to your accounting solution. You can achieve this by manually posting a few orders. After confirming satisfactory results, proceed to activate automation. Just follow the steps below to get started:
Steps:
1. Please open the website 'my.webgility.com and sign in.
2. Navigate the Scheduler Rules by selecting the drop-down of the Automation option located at the bottom left corner of the screen.
3. In the Scheduler Rules configuration screen, you can set how the automation runs as shown below:
Automation Frequency:
You can adjust the automation frequency to Nightly or every 15 minutes.
Note: The frequencies shown above may vary as per store and plan.
Enable email Notifications for Automation:
Enabling this option will prompt Webgility to send you a summary email after each nightly automation cycle concludes.
Automatically Order Syncing:There are two methods for posting orders through Automation:
a. Daily posting of orders collectively via Consolidate Orders Posting.
b. Posting each order individually.
Consolidate Orders
Consolidate Transactions: Enabling this option will result in combining all orders within the selected range into a single transaction for your accounting solution. If left disabled, orders will be posted individually instead of being combined. This is particularly recommended for managing very high order volumes or if you prefer not to track individual customers.
Additionally, this feature permits the consolidation of orders into a single transaction on a daily basis.
Use this start date for order consolidation: Specify the date from which you want the consolidation process to commence. It's advised to ignore any unposted orders occurring before this selected date.
Posting each order individually:
If you prefer to post each order individually, ensure to deactivate the “Consolidate Orders Posting option” by sliding it to the left.
Additionally, activate the “Enable Automation for posting option” within the Orders tab.
Select which Order Statuses should be automated: This drop-down will show all the available order statuses for your online channel. The selections will vary depending on the shopping cart or marketplace. We recommend that you select orders which have been paid, shipped, or marked as complete.
Note: the order statuses in the above screenshot are for Etsy, and they may vary depending on the store.
Product Syncing
Webgility Online can sync all matched or mapped product quantities and/or prices from QuickBooks to the online store or stores.
Through Automation, Webgility Online considers QuickBooks Online as the primary source of data (master data). This implies that any sales price, cost price, or item quantity present in QuickBooks Online will be synchronized and reflected on the online store.
A pop-up asking you to confirm will appear when you enable the item syncing option. Click Yes to continue.
Once you do, you will have to select what you are syncing - price, quantity, or both.
Select which field should be synced automatically: This feature enables you to select the data you wish to sync from QuickBooks Online to the online store, such as Inventory (Item Quantity), Price (Sales Price), and Cost (Cost Price).
Note: The cost synchronization feature is functional exclusively with Shopify and BigCommerce integrations with QuickBooks Online, through Webgility Online.
The next section addresses items in QuickBooks that have a zero or negative quantity. Enabling these options will set an item’s quantity in your online store to 0 when the quantity in QuickBooks is 0 or lower.
Refunds
This option is available for connections that support refunds. When enabled, refunds will automatically post to QuickBooks along with your new orders. You will also have the option to consolidate refunds or individual transactions.
Similar to how we handle orders, we can also automate the posting of refunds by either consolidating them into group transactions or posting each refund order individually.
Save Settings:
The last step is to Save your settings. Once saved, the automation will run as per the frequency that you have chosen.
Note: If the frequency is nightly then the automation will run shortly after midnight.
By harnessing the capabilities of Webgility Online, you can eliminate the need for manual intervention in these repetitive and time-consuming tasks. This not only saves valuable time but also reduces the risk of human error, ensuring that your e-commerce operations run smoothly and efficiently.