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How to Configure Posting Orders for Wholesale and Retail
How to Configure Posting Orders for Wholesale and Retail
Webgility Help Center avatar
Written by Webgility Help Center
Updated over a week ago

If your online store receives both retail and wholesale orders, you might need to post them differently to QuickBooks. Why?

Since retail orders are typically paid orders you might want to record them as sales receipts or paid invoices in your accounting system. In contrast, wholesale orders are usually paid later and on specific terms. Since the payments are future payments, it is recommended to record these orders, wholesale orders, as sales orders or unpaid invoices and create the payment for these in QuickBooks directly once payment is actually received.

The settings for both of these types of orders, retail and wholesale, can be configured separately.

  1. Navigate to Posting Settings in Webgility by following Integrations > Accounting/POS/ERP > Posting Settings.

2: Go to Orders and then Posting Rules and under Select the transaction type for posting orders, select the option to Post differently based on payment method.

3. How to configure Wholesale Orders: The payment method for wholesale orders is manual, and you can therefore choose to post this type of order as a Sales Order.

Select the Payment Method as manual from the drop down menu and select the Transaction Type as Sales Order and complete the setup by finalizing the Transaction Settings.

4. How to configure Retail Orders: First click the plus icon so you can configure an additional transaction type. Then select a payment method that you utilize to accept retail order payments in the store and select the transaction type you want to create in QuickBooks for these orders.

5. You will need to select Anything else as the payment method and select a transaction type for it, otherwise you will not be able to save your settings.

6. For a Paid Invoice or Sales Receipt, you will need to assign deposits to a bank account to record these payments. This can be either a clearing account for holding the payments or an actual cash account.

7. In transaction settings you can setup different payment methods by clicking on the plus icon.

8. Once you have completed all of the necessary settings, click Save.

Troubleshooting: Additional Payment Methods are not showing up in the dropdown

If the payment methods that you need to configure are not showing up in the Payment Method dropdown, follow these steps to add them:

1. Click on setup under Configure mappings and select Map Payment Method

2. In the new Payment Mapping window that pops up, enter the name of the payment method and click Add New Method.

3. Click Save & Close, and this small window will close.

4. Click Save and Continue on the main I window as well to complete the addition of this payment method.

Note: This process works for most stores but does not apply to any Marketplace integration such as Amazon, eBay. Typically wholesale orders show payment methods as manual or are blank and can therefore be manually configured in your online store.

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