Recommended Posting Settings for QuickBooks Financials in Webgility Desktop

Accessing Posting Settings

When you add a new sales channel, Webgility Desktop will automatically direct you to the Posting Settings page. You can also manually access it by navigating to:

Connections → Accounting/POS/ERP → Sync Settings

While configuring, look for the Blue Plus Icon next to certain fields. This allows you to create new elements (like Classes or Items) in QuickBooks directly from Webgility Desktop.

If the icon doesn't appear, click the Refresh Icon in the bottom-right corner of the settings window to reload QuickBooks data.

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Orders

Posting Rules

1. Choose Order Posting Frequency

   • You can post orders as individual transactions or in batches (daily/weekly/monthly).

   • We recommend using individual order posting for most businesses. Consolidated posting is better suited for high-volume sellers and advanced accounting setups.

2. Select Transaction Type

   • Choose how orders appear in QuickBooks: Sales Receipt, Invoice, or Sales Order.

   • Recommended: Sales Receipt

   • Click "Setup" to configure details for your selected transaction type.

3. Choose a QuickBooks Template

   • Select from existing QuickBooks templates to define the format of your transactions.

4. Sales Rep (Optional)

   • Leave this blank unless you track sales by individual reps.

5. Deposit To Account

   • Recommended: Use a clearing account for easier reconciliation.

6. Sales Rep Type

   • “Use Customer Sales Rep” applies the rep associated with the customer in QuickBooks.

   • “Use Transaction Sales Rep” uses the rep set during setup.

Configure Mappings

These advanced settings map your online payment and shipping methods to QuickBooks equivalents:

• Map shipping methods → QuickBooks Shipping Methods

  Follow the steps in this helpful article on How to Map Shipping Methods with QuickBooks

• Map online payment methods → QuickBooks Payment Methods

  Follow the steps in this helpful article on Map Payment Method with QuickBooks

You can skip this step initially unless you have mismatched values in your system.

Enable Related Transactions

This section enables purchase orders, refunds, and credit memos. These are considered advanced workflows and should be configured with the help of a Webgility Desktop Implementation Specialist:

• Refund Configuration, Follow the steps in this helpful article on How to Process Returns and Refunds with Webgility Desktop

• Purchase Order Setup, Follow the steps in this helpful article on How To Configure Webgility Desktop to Create Purchase Orders

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Transaction Settings

This section controls how your orders are interpreted and recorded in QuickBooks.

• Transaction Numbering:
  Recommended: Use QuickBooks auto-numbering. You can still include the sales channel’s order number in the memo field for traceability.

• Transaction Date:
  Recommended: Use the Order Date.

• Item Description:
  Choose whether descriptions are pulled from your sales channel or QuickBooks.
  Recommended: Use Sales Channel Description for consistency with customer receipts.

• Record Shipping Charges:
  Select the appropriate line item from QuickBooks to record customer-paid shipping.

  Note: In QuickBooks Online, this is usually preconfigured.

Optional Settings

Leave these untouched unless using inventory assemblies or group items. Consult your Implementation Specialist before enabling.

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Products

This section controls how your online store’s products link to QuickBooks items.

A. Use online SKUs alongside QuickBooks Item Names for best matching results.

B. For unmatched items during posting, choose:

• “Prompt to create or map the product” (Recommended)

C. If you use QuickBooks Enterprise with Advanced Inventory, you’ll also need to select a default inventory site.

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Customers

This area defines how customer records are handled when orders sync into QuickBooks.

A. Matching Criteria

• Rule 1: Email to Email (Recommended)

• Rule 2: First Name + Last Name + Customer Name

B. Handling New Customers

• Option 1: Use a Default Customer (Recommended for B2C)

• Option 2: Create new customers for each order (Recommended for wholesale)

Note: Even if using a default customer, shipping and billing details are preserved in the transaction fields.

C. Advanced Options

• These involve currency handling across multiple sales channels. Leave them disabled unless multi-currency support is needed and configured with assistance.

Follow the steps in this helpful article on: How to Configure Customer Settings in Webgility Desktop

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Sales Tax Settings

Sales tax configuration depends heavily on your location and tax rules. Always consult your tax advisor and Implementation Specialist.

Basic recommended setup:

• Enable “Record Sales Tax as Line Item” to ensure your collected tax matches QuickBooks exactly.

• Choose a QuickBooks Line Item for:

  • Sales Tax

  • Non-Taxable Transactions

• Enable “Taxable and Non-Taxable Goods” if applicable, and select the respective line items.

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Discounts

If your store uses coupons or promotions, enable discount handling:

• Check the “Enable Discounts” box

• Choose a QuickBooks item to represent discount amounts

• Set discount timing:

  • Most businesses apply discounts before tax → Choose “Non (before tax)”

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Expenses & Fees

If your store integrates with payment processors (e.g., Amazon, Shopify, PayPal), Webgility Desktop can track processing fees in QuickBooks.

• You’ll need to configure how each fee posts (e.g., Check for expenses, Deposit for refunds).

• For advanced configurations:
  Follow the steps in this helpful article on: How to Record Payment Processor Fees in QuickBooks via Webgility