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Configure Customer Settings in Webgility Desktop
Configure Customer Settings in Webgility Desktop

This article help you learn about the elements of Customer settings, and how to configure them.

David Pond avatar
Written by David Pond
Updated over a week ago

Customer settings are divided into five sections.

(Note: Depending upon your store and QuickBooks version these options may vary slightly)

1). Customer Matching Criteria for orders

2). Action to take if no matching customer is found (or its a new customer)

3). What to do if it's a repeat customer with changed information?

4). Customer Sync Settings

5). Multi-Currency Settings

1). Customer Matching Criteria for Orders

Select customer matching criteria for orders is where you define the criteria for matching customers from the online store with your Quickbooks Customers.

A). Defines the primary criteria for matching your customers between your online store and QuickBooks.

B). Defines the secondary matching criteria if there is no match on the primary criteria.

2). Action to take if no matching customer is found (or its a new customer)

Here we define what action Webgility should take if the customer matching fails, or it's a new customer.

A). Use this customer for all orders: You can use a default QuickBooks customer for all of your orders. You may select the customer from the dropdown or create a new customer with the “+” sign.
X). Create a Customer Job lets you create the Customer Job under the default QuickBooks customer.
Y). Override matching, always use this customer will override all matching criteria. If you don't want any matching and always want to select the Default Customer, select this option.
Z). Use the above customer's billing and shipping address Uses the billing and shipping address of the Default Customer that you selected. If you keep this option unchecked, the customer's billing and shipping address on the online order will be posted on the transaction under the default customer.

B). Create a new customer If no matching customer is found then Webgility will create a new customer. Select the Setup button next to this option to set your defaults for creating a new customer.

3). What to do if it's a repeat customer with changed information?

If we receive an order from a repeat customer with different personal details, we can specify what action Webgility should take.

A). If the customer's billing address changes, we will update it in QuickBooks.

B). If the credit card information changes (if accessible), we will update it in Quickbooks.

C). Webgility will use the customer's existing billing address in QuickBooks.

D). If a customer's information changes, Webgility will update that in QuickBooks.

4). Customer Sync Settings

If you use Webgility to create a new customer in the online store, enabling this option sends a notification to that customer from the store. Generally, it is kept unselected unless you are using Webgility to set up B2B customers in the online store.

5 Multiple Currency Settings

This section allows you to work with a store that accepts orders in multiple currencies.

First Enable Multi-Currency in QuickBooks: If you want to use multi-currency in the Webgility application, you must first enable Multi-Currency in QuickBooks Enterprise. This can be accomplished by going to QuickBooks and selecting Edit > Preferences > Multiple Currencies.

Note: You cannot deactivate the Multi-Currency feature in QuickBooks once it has been activated.

Enable Multi-Currency in Webgility: After you've activated the Multi-Currency option in QuickBooks, check the box Map customer currency for Multi-Currency to work.

Once we enable Multi-Currency we will see the below options:

A: Setup Currency

B: Setup Standard Customer

Important: The "Setup Standard Customer" option is only available if you use "Standard Customer" for your store; otherwise, it will be grayed out.

We will go through both setups one by one.

A). Setup Currency: This feature allows you to configure and map multiple currencies to their respective QuickBooks accounts. The currency from the online store needs to match the currency of the account it is posting into in QuickBooks
Depending on your requirements, you may choose between Map by Store Currency, Map by country, and Map by Price Level.

Map By Store Currency: For instance, if you select Map by Store Currency. Then you must match the “Currency”, “A/R Account”, and “Deposit to Account” before clicking Save & Close.
Note: You may also configure Map by Country and Map by Price Level in the same way.

Flag order with error status when currency is blank If you want the orders to be marked as errors if they don't have any currency, check the box in the bottom left corner.

Store Currency: In the bottom right box, you can specify the default store currency.

B). Setup Standard Customer: This option is only available if you select a Standard Customer for your store. It allows you to designate different Standard Customers to different currency types.

For each currency type, you must configure a default customer type.
Important: please ensure that the currency assigned to that customer in QuickBooks is correct (same).

Once you have completed the settings, click Save & Close.

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