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Recommended Posting Settings for QuickBooks Financials in Webgility Desktop
Recommended Posting Settings for QuickBooks Financials in Webgility Desktop

Our basic recommended posting settings for QuickBooks financials

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Written by Webgility Help Center
Updated over a week ago

Recommended Posting Settings for QuickBooks Financials in Webgility Desktop

This article covers the basic recommended posting settings for QuickBooks financials in Webgility. If you require more advanced features or have very specific workflows, please work with a Webgility Implementation Specialist to configure Webgility to best fit your needs.

If you have just added a new store you will be taken to the Posting Settings by default. You can also get there by navigating to Integrations > Accounting/POS/ERP > Posting Settings.

Most fields in the configuration screens will have a Blue Plus Icon next to them:

When you see this it means that element can be added to your QuickBooks as needed. For example, if you wish to create a new class to track the transactions in QuickBooks, clicking this icon allows you to create one.

Note: At any time if you have to add something to QuickBooks to fit one of the recommended settings and it does not have the Blue Plus Icon, then click the Refresh icon in the lower right of the configuration screen.


The Orders tab sets the transaction type as well as how the orders will impact QuickBooks.

Posting Rules

This screen is where you set how orders will be posted along with what type of transaction.

1. Select how to post orders: This area allows you to either post individual transactions or post orders in groups (daily/weekly/monthly). The group transaction is one of the more advanced features so you should leave it off and post individual orders for now.

​2. Select the transaction type for posting orders: Here you can choose amongst Sales Receipts, Invoices, and Sales Orders. We recommend selecting Sales Receipts.

  • Click Setup next to the transaction drop-down to specify the different aspects of the transaction type you have selected.

  • Select a template from those available in QuickBooks.

  • Sales Rep is optional, so you can leave it blank if you do not use sales reps in QuickBooks.

  • Deposit to Account is where the income from the order will be deposited in QuickBooks. We recommend using a clearing account as outlined here.

  • The Sales Rep Type option works with the sales rep selection above. If the customer on an order is already in QuickBooks and assigned to a specific sales rep and you want to use that customer’s existing rep - select User Customer Sales Rep, or Use Transaction Sales Rep if you want the rep to default to the one selected above.

Configure mappings: This section allows you to map the payment types and shipping methods within the options you have in QuickBooks. This area is more advanced so for now you should skip this configuration.

Enable related transactions: This area is where purchase orders, credit memos, and refunds are enabled. These are considered more advanced settings, if you need to enable them please speak with your Implementation Specialist.

Transaction Settings

This screen further defines your preferences for the transaction settings in QuickBooks. Even though there are a lot of settings here, most are optional. Therefore, this section will focus on the required and recommended settings. Ask your Implementation Specialist to set these more specialized workflows if you require them.

These settings relate to how the Order will translate into QuickBooks:

  • Transaction numbering: The recommended option is to use the QuickBooks Number, but you may opt to use the store order number instead. Note: if you use the QuickBooks number it is a good idea to use the store order number in the memo for referencing purposes.

  • Transaction date: The recommended option here is Order Date.

  • Item description: This is a very preference-based setting. This determines if the line items in your transaction will use the online store description or the sales description from QuickBooks. If you need the transactions to match exactly what comes from the store you should use the Online Store Description.

  • Record shipping charges: This section is for recording the shipping income that customers pay to have their orders shipped. Select the line item you use to currently record shipping charges. Note: in QBO this option is preset to use the integrated shipping within QuickBooks Online.

Optional Settings

The settings on this screen are optional. However, if you use inventory assembly or group products you will want to let your Implementation Specialist know to set the proper settings here.


This area is where you configure how the products in your online store translate to the QuickBooks item list.

A. The most successful way clients have matched items is by using the online store SKU with the QuickBooks item name. ​

​B. This configures how Webgility Desktop will behave when posting an order that does not match or isn’t mapped, to anything. The recommended setting is Prompt to create or map the product at the time of posting. ​

​C. If you do not see this area do not worry as it is only visible if you are using QuickBooks Enterprise with advanced inventory turned on. If you do see it you will need to select your default inventory site.


This section of the posting settings covers how Webgility Desktop will behave if a customer is a returning customer or a brand new customer in QuickBooks

A. This is the matching area. The criteria selected here will compare the selected information about a customer on an online store order, to what already exists in QuickBooks.

  • For the first matching rule, we suggest Email to Email

  • For the second matching rule use FirstName LastName and Customer Name

​B. This area tells Webgility Desktop how to behave if an order has a customer that it has not seen before. You can select an existing customer for it to select as a default, or have it create a new customer. We generally advise setting this to a default standard customer unless you are doing wholesale or some other operation where the customer data for each order needs to be in QuickBooks. Note: even if you use a default customer, the real customer’s billing and shipping information will be populated into the transaction Ship and Bill To fields.

​C. These advanced options are best left unchecked unless you are working with a Webgility Implementation Specialist. This area allows you to work with a store that accepts orders in multiple currencies and is for advanced users only. If you require multi-currency, speak with your Implementation Specialist.

Sales Tax Settings

Sales tax settings can vary quite a bit between different clients with different sales tax needs. You will want to work with a tax specialist and inform your Webgility Implementation Specialist of how you need this configured. However, the shown settings are recommended for a simpler configuration.

Record sales tax calculated from the online store as a line item in QuickBooks.

This option bypasses the QuickBooks tax engine so you can be sure the collected sales tax amount always matches what your online store collected.​

1. Select a sales tax line item to use when there is a sales tax charge.

2. Select your non-tax sales tax item.

3. Check the box if you sell a mix of taxable and non-taxable goods and select the taxable and nontaxable items.


This area will tell Webgility Desktop how to manage discounts coming from your online store orders. If your store does coupon code discounts you will need to enable it via the check box. Once enabled, choose a discount item for Webgility to use for the discount. Next, you need to set whether your discount is applied before or after tax. Usually, it is after before tax. If this is the case, choose Non.

Expenses & Fees

If your online store is linked to payment processors, you can easily record payment processing fees in QuickBooks. Refer to the help article Record Payment Processor Fees.

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