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How to Post Orders to Your Accounting Solution with Webgility Desktop

This article helps Webgility Desktop users understand how to post orders to their QuickBooks Desktop using Webgility Desktop. It outlines posting workflows from different views, New Orders, Errors View, and Archive View, and provides guidance for handling common issues such as item mapping errors. Users will learn how to post single or multiple orders to QuickBooks Desktop, resolve posting errors through item mapping, and repost archived orders when needed.

 

 

Note: This article uses Quickbooks Desktop as example accounting system.

Overview:

Posting from the Orders view is shown below, but the method works in the other views as well.

Order Posting from the New Orders Tab:

  • Once the orders are downloaded they will populate in the New Orders tab, select an order which you would like to post and click on Post To QuickBooks Desktop.
  • In-case of Multiple Orders posting, bulk select the orders and click on Post to QuickBooks Desktop.

Orders Posting From the Errors View Tab.

Orders that are not successfully posted to the accounting solution will be pushed to the Errors view, there may be a different reason for the order to be automatically moved to the error tab. Here, is an example, when the Sales Channel item is not mapped with a QuickBooks Desktop item.

  • In Webgility Desktop, navigate to the Errors View Tab, select the orders which have a mapping error. While clicking on Post to QuickBooks, Webgility will show a prompt to either create a New Item in QuickBooks or Map with an existing item in QuickBooks.
  • In our case we are mapping the store item with an existing QuickBooks Desktop Item, once it’s mapped close the Window re-select the order and hit Post to QuickBooks.

Order Posting From the Archive View.

We usually recommend archiving orders once they’re completed. But if you have archived it for any reason. Here is a video to post orders from archive view.

  • In Webgility Desktop navigate to the Archive Orders View, verify pending orders, select such orders and click on Post to QuickBooks.

 

Tip: To remove an order from your accounting solution that was previously posted by Webgility, you can use the "unpost" or “undo sync” option: Learn How to Unpost Transactions from Webgility Desktop with Undo Sync