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Recommended Settings for Amazon with Webgility Desktop

This article helps users configure Webgility Desktop for smooth financial posting and reconciliation when syncing Amazon sales with QuickBooks Desktop. It outlines the recommended setup to accurately map income, fees, refunds, and deposits, reducing manual adjustments and ensuring clean financial records.

1. Transaction Settings

These settings are optimized for posting unpaid invoices that are later marked as paid when the corresponding settlement report is posted.

Steps:

  1. Navigate to:
    ‣ Connections > Accounting/POS/ERP > Sync Settings > Orders

  2. Under “Select the transaction type for posting orders,” choose:
    ‣ Use this type for all orders
    ‣ Set transaction type to Invoice

  3. Under “Create Payment,” select:
    ‣ Transaction Type: Invoice
    ‣ Payment Date: Settlement Deposit Date

  4. In the Invoice tab under “Setup Transaction Settings,” enable:
    ‣ Mark invoice paid?

  5. Set the “Deposit To” account as:
    ‣ Amazon Holding (or equivalent clearing account)

  6. Enable the checkbox:
    ‣ Create payment when the settlement report posts (for Invoice only)

2. Store Settings

These options must be configured before downloading any orders.

Steps:

  1. Go to:
    ‣Connections > Sales Channels > Settings

  2. Configure the following:

    • Select Completed and Shipped statuses to include FBA orders

    • Ensure Do not download orders with 0 amount is NOT selected

    • Enable Do not download tax for states where Amazon handles marketplace facilitator tax

This ensures tax accuracy and prevents double posting for states where Amazon is the tax remitte

3. Expenses & Fees Settings

Track fees, reimbursements, and other expenses related to Amazon transactions for better accounting visibility.

Steps:

  1. Navigate to:
    ‣ Connections > Accounting/POS/ERP > Sync Settings > Expenses & Fees

  2. Under “Do you want to record expenses and fees,” choose:
    ‣ Yes

  3. For “Record expenses & fees as consolidated by settlement ID,” choose:
    ‣ Yes

  4. Recommended Transaction Type for all expenses:
    ‣ Checks

  5. For refund transactions:
    ‣ Use Check/Deposit to properly track reimbursements

  6. Optional Enhancements:

    • Enable Download individual coupon codes as coupon fee?

    • Enable Create inventory adjustment for FBA inventory reimbursement (to track lost, damaged, or returned items)

4. FBA Returns & Inventory Tracking

To record returns accurately:

  • If you do NOT wish to track inventory for FBA returns:
    ‣ Use Check/Deposit for return item price

  • If you DO want to track FBA returns:
    ‣ Use Credit Memo instead of Check/Deposit
    ‣ Ensure deposit date matches the credit memo date
    ‣ Post to the same Clearing/Holding account

By applying these settings, you’ll ensure that all Amazon transactions—orders, settlements, fees, refunds, and reimbursements—are accurately posted and reconciled in QuickBooks, maintaining clean financial records and streamlined operations.