The process of making an offline payment allows Webgility to capture payment details from the payment processor in the online order. Use the Payment Settings if you want to use Webgility to process offline payments, or capture a previously authorized transaction.

1. To start, go to Integrations > Payments > Payment Settings.

2. Select Use my online store if payment processing is done in your online store. In this case, all your orders will be received with the status paid and Webgility will download the transaction ID from your store if available.

3. Select Use Webgility to process offline payment if you'd like Webgility to handle the payment processing. Webgility Desktop supports, and PayPal.

4. Select Use Webgility to CAPTURE payments that are AUTH-ONLY in my online store, if your online store has authorized the transactions but they are yet to be captured. This is only supported by and PayPal. Webgility must be able to download the transaction ID of the authorization from your online store in order to capture the payment.

Selecting A Payment Processor Use this option to configure, which will process payments for your online orders.

Enter the Merchant Login and Transaction Key provided by Select Capture amount from, then click Test Connection to so that your settings can be verified.

PayPal: Use this option to configure PayPal, which will process payments for your online orders.

Enter the Username, Password and Signature provided by PayPal. Click Test Connection to PayPal to verify your settings.

PayPal Flow: Use this option to configure PayPal Flow, which will process payments for your online orders.

Enter the Partner, User, Merchant, and Password provided by PayPal. Click Test Connection to PayPal Flow to verify your settings.

QuickBooks Merchant Services: Use this option to configure QuickBooks Merchant Service, which will process payments for your online orders.

Generate a new connection Ticket then enter it in the required text box. Click on Test Connection to QuickBooks Merchant Service to verify your settings.

Map Payment Methods

Use this screen to map your online store payment methods with the methods you have set up in NetSuite. Webgility will display a list of Card Types and Payment Methods, that are enabled in your online store on the left side.

On the right side, you'll see a drop-down with a list of payment methods set up in NetSuite. Select the values and click Save. Webgility also provides an option to enter text corresponding to your online store payment method and the ability to set up a default payment method.

Process Offline Payments Using QuickBooks Merchant Services

QuickBooks Merchant Services can be used by Webgility to process the payment of orders offline. This can be used if:

  • No payment processor is connected to your online store to process payments.

  • If you process payments after an order has shipped or been received by the customer.

  • Your customers are wholesale customers and payment is processed at a later time.

Using QuickBooks Merchant Services

  • There can only be one payment channel going through a merchant service account. If you have a merchant service established for QuickBooks POS, another will have to be set up to function with an online store.

  • QuickBooks Merchant Services must be installed on the backend of the website to authorize and capture payments from an online order while in Webgility.

  • Your QuickBooks Merchant Services account must be enabled for Ecommerce in order to be utilized by Webgility. Contact Intuit to enable your account.

How to Setup QuickBooks Merchant Services in Webgility

1. In Payment Settings within the store configuration, select QuickBooks Merchant Services and click Generate to get a connection ticket.

2. Enter your QuickBooks Merchant Services credentials. Click Sign in.

3. After a successful login, Webgility will receive a token and will autofill the Webgility connection ticket box.

Process Phone Orders with Webgility

Processing phone orders, or manual orders, in Webgility often has benefits for specific use cases when compared to other options available.

You can execute a variety of tasks, depending on what information you need to store and process within Webgility. This includes processing payment, shipments, and entering inventory for offline orders.

1. To process phone orders, from the Dashboard or Inbox, click Orders > Enter New Order.

1. The Enter Phone Order screen will open.

2. Here there are a few areas of that are of utmost importance to configure and complete for each order. While there are other fields for a phone order that are available to you, they are optional areas that only need to be used in certain cases. This includes filling out the rest of the payment information, using a customer PO#, selecting price levels from QuickBooks, and adding addresses to an existing customer in QuickBooks.

  • 1. Order #: The order number for phone orders can be set just by typing in the number you would like to start with. After saving your first phone order, it will automatically increment from that point forward, and you can change the numbering system at any time. From there it will continue to auto-increment.

Note, if one user is already accessing a phone order, and another user goes to create a new order, it will automatically increment for the second user, even before the first user saves and closes the order. This ensures that both orders do not end up with the same order number.

  • 2. Select Customer From QuickBooks: You can manually enter any customer information you like in the Billing information and Shipping information areas. Or, you can choose to Select an existing customer from QuickBooks and speed up the phone order process.

  • 3. Add Items: Select items from the Item Name/Number drop-down box to add them to an order. The fields added will be the defaults retrieved from the item details, but all fields can be clicked into and edited after the item has been selected.

Note, the items that populate this list can be either the QuickBooks items, or the online store items. This setting can be changed by navigating to File > Configure Store > Orders > Order Processing Settings.

  • 4. Payment Status: This setting has a highly specific purpose as follows -

    • If you are processing a payment offline and have set it up through Webgility, then you should leave this dropdown as Unpaid.

    • If you are processing payment using any medium other than Webgility including through QuickBooks or an online gateway through a browser, mark your phone order as Paid.

The payment status does NOT govern whether or not the order is a paid order in QuickBooks. Those settings are controlled in the Integrations > Accounting POS/ERP > Posting Settings > Transaction Settings. The payment status only tells Webgility Desktop whether or not you plan to process payment on the order using our software.

  • 5. Shipment Status: Very similar to payment status, the shipment status only refers to processing shipment within Webgility. If you are not using Webgility to process shipment or retrieve tracking ID from QuickBooks, then mark the order as Shipped.

  • 6A & 6B. Shipping Income and Get Shipping Rates: The box in 6A can be manually edited if you want to charge the customer a set rate for shipping or any other manually selected rate. Otherwise, if you have shipping providers configured within Webgility Desktop under your shipping settings, you can click the button in 6B to get the shipping rates, select your provider and service, and then auto-populate the customer charge for that order before you ship it.

  • 7. Calculate Tax: If the order is taxable, you can simply enter the taxable rate percentage in this field. When you click Calculate tax, the tax amount correctly populates based on that rate and item taxability that was previously marked in the Tax column.

  • 8. Save the Order: When you are done editing the order and are ready to move on, you can do so in one of three ways.

    • Save and Ship - Save this order and immediately move to Process Shipping to begin the process of printing a label for this order.

    • Save and Next - Save this order to your Inbox and open up another blank order to begin filling out a subsequent phone order.

    • Save and Close - Save this order, close the screen, and proceed back to the Inbox.

Once you save an order, you will be prompted to check QuickBooks to make sure the items in the order are still in stock. You will also be prompted to notify the customer. If you would like to send an initial order confirmation email, you are able to send one to the customer email that has been entered in Billing Information for the order.

Processing Payments for Phone Orders with Webgility

The process of making an offline payment allows Webgility to capture payment details from the online order. When Webgility is connected to Paypal, or QuickBooks Merchant Services, the payment for the order can be done within Webgility.

If you are already using QuickBooks Merchant Service to process payment with QuickBooks POS, you must acquire another QuickBooks Merchant Services account to process online store payments.

Contact your payment processors to get the Transaction Key to test and authorize the connection between you and the payment processor.

Only one payment processor at a time can be used to process offline payments.

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