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How to Post Transactions Based on the Online Sales Channel Order Status

This article provides guidance for Webgility Desktop users on how to configure order posting rules based on the order status from their online sales channels. By mapping different statuses to specific transaction types in QuickBooks Desktop, users can streamline accounting workflows. For example, an order marked as "Open" can be posted as an Invoice, while an order marked as "Closed" can be posted as a Sales Receipt. The article outlines step-by-step instructions for setting up these rules, including selecting order statuses, assigning transaction types, and defining templates, terms, sales reps, classes, and accounts. It also emphasizes the importance of creating a default rule for "Anything Else" to ensure all orders are processed correctly.

Overview

Webgility Desktop enables you to post orders from online sales channels into QuickBooks Desktop according to each order's status. This flexibility allows you to assign different transaction types and accounts based on the status of the order. For instance, you can configure Webgility Desktop to post an order with an "Open" status as an Invoice in QuickBooks Desktop, while an order with a "Closed" status can be posted as a Sales Receipt. Learn more about setting up these options below.

Configuration Steps :

Step 1: Download orders with different statuses from your online store. To do this, first, you need to select the order status that you want to download in Webgility Desktop and post to QuickBooks Desktop. Navigate to "Connections", then click on ”Sales channels” there you will find the option “Settings” Click on that.

Step 2: In Webgility Desktop navigate to Connections go to Accounting and click on sync settings.

Step 3: Navigate to “Orders” then ”Posting Rules”, under “Select how to post orders” choose “Post each order individually” and select "order status” from the drop-down.

Step 4: Now, select the order status and then choose the desired transaction type to post orders into QuickBooks Desktop.

Step 5: Under the Setup Tab, you will be able to define the template, terms, sales rep, transaction class, and chart of accounts from QuickBooks Desktop.

Step 8: You can click on the “+” icon to add another order status and set up rules for it.

Step 9: After all the order statuses and rules are defined, it is mandatory to set up a rule for Anything Else. Then click Save & Continue to finish.