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Recommended Order Download Settings for Amazon

This article helps Webgility Desktop users in configuring optimal order download settings when integrating Amazon (FBA or FBM) with Webgility Desktop. It recommends selecting only finalized order statuses such as Shipped, Completed, and Payment Complete to ensure that only completed transactions are imported into QuickBooks Desktop. This setup reduces data discrepancies, prevents incomplete order downloads, and streamlines reconciliation with Amazon settlement reports.

Recommended Configuration:

To configure these settings, follow the steps below:

  1. Navigate to:
    Connections → Sales Channels → Settings

  2. In the Order Status selection panel, choose only the following statuses:

    • Shipped

    • Completed

    • Payment Complete

These statuses reflect finalized orders that are ready for posting to QuickBooks. By restricting downloads to only these statuses, you avoid importing unfulfilled, pending, or unknown orders that could create confusion during reconciliation or result in incomplete data entries.

Why This Matters:

  • Helps maintain clean, accurate transaction records in QuickBooks.

  • Avoids downloading unprocessed or incomplete orders.

  • Simplifies the reconciliation process with Amazon settlement reports.

  • Ensures that posted data aligns with actual payment activity from Amazon.

Note: This configuration is applicable to all Amazon integrations in Webgility Desktop, whether you're using Fulfilled by Amazon (FBA) or Fulfilled by Merchant (FBM). Ensure that the same order status settings are applied consistently across all Amazon store connections.