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Overview of Consolidated Sync in Webgility Online

This article helps Webgility Online users understand and configure Consolidated Syncing in Webgility Online. It explains how the feature works and how it can be used to group daily orders into a single invoice, sales receipt, or credit memo in the accounting system for cleaner, more efficient bookkeeping.

Note: Consolidation cannot be used simultaneously with sync rules based on order status, payment method, or sales channel. You must choose between using consolidation or individual order-based criteria—not both.

Key Behavior of Consolidated Sync

  • Consolidation is fully automated. Manual selection of orders for consolidation is not supported.

  • Orders are grouped by order date from your sales channel.

    • For example: If today is 04/04/2024, then orders from 04/03/2024 are posted today. Today's orders (04/04) will be posted on 04/05.

Pre-Requisites for Consolidated Sync

To ensure proper configuration and accurate syncing, follow these setup requirements:

  1. Ensure sync settings are configured to support consolidation.

  2. Your product catalog must be up-to-date across both your sales channels and accounting solution.

    • If a product exists in your sales channel but not in your accounting system, either create it or map it before enabling consolidation.

  3. If you’re using a payment gateway integration, configure the sync settings to include fees; otherwise, fee data will be excluded from the consolidated transaction.

Configuration Steps

  1. Enable Consolidated Order Posting
    ‣ Go to Sync Settings > Orders > "Use the same settings to post all orders?" and select Single Transactions type form the drop down 

  1. Then, go to Automation > Scheduler Rules and enable Consolidated Order Posting.

  2. Select Order Grouping Frequency
    ‣ Currently, Webgility Online supports daily consolidation only.

  3. Set Start Date for Consolidation
    ‣ Define the date from which daily consolidation should begin.

  4. Enable Refund Consolidation
    ‣ Allows refunds to be grouped and posted as a single consolidated transaction as well.

📝 When you enable consolidated syncing, Webgility Online will auto-create a generic customer profile to use in your accounting solution for consolidated transactions.


Special Considerations

If you’ve configured different posting rules based on payment method, sales channel, or order status:

  • Webgility Online will respect those rules by creating separate consolidated transactions for each distinct group.

  • For example, if you have one rule for "Credit Card orders" and another for "PayPal orders," each will be consolidated into its own daily transaction.

This ensures that your accounting records remain accurate and aligned with your business logic, even when using consolidation.