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Error: "Invoice was not paid yet" while posting a Shopify Payout to QuickBooks

This article provides an overview to the Webgility Desktop users of the “Invoice was not paid yet” error that may appear when users attempt to post a Shopify payout to QuickBooks through Webgility Desktop. This issue typically occurs when the payment status of one or more associated orders is not properly synchronized between Webgility Desktop and QuickBooks. As a result, Webgility is unable to apply payments during the payout posting process, causing the payout to fail. The guide outlines the steps users can follow to identify the affected orders, adjust payout settings, repost the transactions, and restore the original configuration to ensure the payout is processed successfully.

Cause of the error:

You may encounter the error message "Invoice was not paid yet." while trying to post a payout report to QuickBooks via Webgility Desktop. This error typically occurs when there is an issue with the synchronization of the payment status of the affected orders.

 

Steps to resolve:

To resolve this error and successfully post the payout to QuickBooks, follow these steps:

    • Identify the orders that are affected by the error.

    • Unsync these orders to ensure they are not linked to the payout report when you attempt to repost it. Refer the article  

    • Uncheck the "Create Payment While Posting Payout Report" Option:

      • Go to Connection, click on the Accounting/POS/ERP option and then click on Sync Settings.

      • Navigate to Payout > Locate the option labeled "Create a payment with the same date as the payout when it's posted (for invoice only)" and uncheck it to prevent automatic payment creation during the payout process.

 

  • Repost the Orders into QuickBooks:

    • After unsyncing the orders and disabling the automatic payment creation, repost the orders into QuickBooks.

    • At this point, both payments and refunds should be successfully recorded without triggering the error.

  • Revert the Changes:

    • Once the orders are successfully posted into QuickBooks, revert the changes you made (i.e., re-enable the option to create payments while posting the payout report and sync the orders again).

    • Ensure the settings are as they were before encountering the error.

  • Post the Payout Again:

    • Attempt to post the payout report again to QuickBooks.

This time, the payout should post successfully without encountering the "Invoice was not paid yet." error.