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Error When Posting Sales Due to Inventory Start Date

This article guides Webgility Online users in resolving error encountered when posting sales in QuickBooks Online due to a missing or incorrectly set inventory starting value. It guides users through adjusting the inventory start date and value to ensure transactions post correctly. This is particularly useful for users handling backdated entries or reconciling inventory records in Webgility-integrated workflows.

Below are the two ways to resolve this issue:

A) Adjust the starting value of an inventory item in QuickBooks Online:

Step 1: Navigate to the Item  in Quickbooks Online
Go to Sales > Products and Services in QuickBooks Online.

Use the search bar to locate the inventory item you wish to adjust.

Step 2: Open Adjustment Options
Once you locate the inventory item, click the ▼ downward arrow next to the Edit button.

Select Adjust starting value from the dropdown options.

You may see a warning message—review it and click Got it! to proceed.

Step 3: Update the Starting Value
When the Inventory Starting Value popup appears:

  • Set the As of date to a date earlier than the transaction date you are attempting to record. This ensures the inventory value exists before the transaction.

Step 4: Save the Adjustment
Click Save & Close to apply the changes.

Step 5: Retry the Transaction
Now that the starting inventory value has been adjusted, try to post the order again from Webgility Online and it should now post successfully.

B) Change the Sales Receipt Date to the Date of Order Posting on Webgility Online.

  • Login to your Webgility Online.
  • Navigate to Sync Settings at the bottom left corner> click on Orders >Scroll down and Set the Sales Receipt date as ‘Date of Order posting’.
  • Change the Sales Receipt date to the Date of order posting.
  • If the Sales Receipt date is selected as the ‘Order date’ then the user needs to disable the closed accounting date in QuickBooks, or else they need to change the Sales Receipt date to ‘Date of order posting’ to post a historical order.
  • After making changes, click Save to save the settings.

Note1 : By second method, orders will be posted with the date of posting, not the order date and the data needs to be reconciled manually in QuickBooks Online.

Note2 : Both the processes can be used when entering backdated inventory transactions or reconciling discrepancies.