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How to Set a Suffix and Prefix for QuickBooks Transactions

This article helps Webgility Desktop users configure prefix and suffix settings in Webgility Desktop to customize how transaction numbers appear in QuickBooks Desktop. This feature is especially useful for businesses managing multiple sales channels, as it allows them to easily identify and differentiate transactions imported through Webgility Desktop, improving organization and workflow clarity within QuickBooks.

Steps to Configure Prefixes and Suffixes

Note: This feature cannot be used in conjunction with the Use QuickBooks Numbers option enabled in your posting settings.

Navigate to the Settings Panel:

  • In Webgility Desktop go to Connections → Sales Channels → Advanced Settings.

Configure Prefix and Suffix:

  • In the Advanced Settings window, locate the fields labeled Prefix and Suffix.

  • Enter the desired prefix and/or suffix values.
    For example:

    • Prefix: WO

    • Suffix: WD

    If configured as shown above, a transaction ID like “9553” will appear as “WO9553WD” in QuickBooks once posted.

Optional – Apply Prefix to Customer Matching:

  • You can also enable the option to apply the prefix to customer names during the customer-matching process. This helps in isolating Webgility-generated customers from others in QuickBooks.

 

Note1: This customization applies to all transactions posted to QuickBooks Desktop after setup.

Note2: Do not enable this option if your posting settings use Use QuickBooks Numbers for transaction IDs, as these two features are not compatible.