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Recommended Settings for Amazon Store with Webgility Online
Recommended Settings for Amazon Store with Webgility Online

Amazon recommended settings for Webgility Online

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

Recommended Settings for Amazon Store with Webgility Online

This article will guide you through the recommended settings for Amazon store connection with Webgility Online.

Go to Settings, then Accounting in the lower-left navigation.

Now you have two options for posting methods:

1). Post orders individually as a Sales Receipt or Invoice

2). Post order Summary as a Journal Entry

For posting orders as a Journal Entry refer to Amazon Reconciliation with Webgility Online

If you would like to post every order individually as a Sales Receipt to QuickBooks, follow the recommended steps below.

Choose ‘Every Order Individually as a Sales Receipt’.

Select 'Yes' in the pop-up to confirm the change.

The top menu changes to reflect the change of the accounting posting.

On the Transactions tab, you will set up how the individual transactions will manifest in your accounting solution. The below-recommended settings are ideal for most customers.

We recommend clicking on the Refresh Settings button before starting the configuration so all the latest Quickbooks data required in the settings will be downloaded and refreshed.

  1. Select Single transaction types

  2. Post the transactions as Sales Receipts

  3. Deposit to a clearing account (highly recommended) or undeposited funds

  4. Payment method should match As on Store

  5. Transaction numbers should be assigned by QuickBooks

  6. Transaction date as Order Date

  7. Shipping date as Shipping Date (note unshipped orders will default to order date)

  8. Select Fulfillment Channel + Order #

  9. Check mark this option so QBO transaction history will show that transaction was synced by Webgility.

  10. Message displayed on the sales receipt, select None, no default message displayed

  11. Product description as Online Product Name

  12. Reference number set to Order#

  13. This option can be left blank.

  14. Do not check this unless you want to hide the email ID in the transaction.

Additional Settings expands into several optional settings. These can be left unchecked until you have a specific need for these options. Make sure you Save the settings before moving on with the configuration.

Please configure the settings for each Sub-channels (the sub-channels that show here can be edited in the store connection settings).

The Product Settings area is where you determine your matching criteria between your sales channel and QuickBooks. Most commonly this is done by linking the Product SKU from the online store to the QuickBooks Item Name.

This screen also dictates how Webgility will behave when a product does not match automatically with an item in QuickBooks Online. The recommended choice here is to Map the Product to what it should be, this will prompt you to Map it accordingly when an order is posted.

NOTE: Shown is the option for item creation, so if an item is not matched to anything in QuickBooks, it will give options to either Map Item or Create Item with the settings you assign below the selection.

Product sync

Enable handling time (in days) enabling this option will allow you to update handling time while syncing the quantity from Webgility. (This setting is optional)

For more information on handling time please refer to this Article

Before starting the configuration for Customer Settings please download the customer data from scratch by selecting Download from Scratch and then select the Refresh icon.

Customer Settings allow you to choose how to match the existing customers in QuickBooks. The default settings here, FirstName LastName, and Email to Email are the settings we find work the best for most situations. The other settings on this page are how Webgility will create a new customer when there is no match to an existing one in QuickBooks Online.

After finishing the setup here, Save the settings before moving on.

Discount Settings allow you to select a discount line item for discounts in order to use when posting to QuickBooks and then Save the settings.

In the Sales Tax Settings settings area, you will need to select the Sales Tax Item used to record your sales tax and then Save the settings.

Note these settings will differ in different versions of Quickbooks

Refunds Settings allow you to specify how refund transactions will manifest in QuickBooks Online. The shown recommended settings will create a refund receipt and pay it out of the clearing account. The other selections on this screen are optional and are not usually adjusted in most cases. Save the settings when you are done.

Please Refresh the settings before continuing to ensure you get the latest data from Quickbooks.

In the Fees tab, you can configure the settings to post Amazon expenses and fees to Quickbooks.

We recommend posting the settlement report as Bill/Expenses.

Settings for Transaction Details:

  • Payee create a vendor with the name Amazon and select it.

  • Payment Date will be Settlement End Date

  • Payment Method could be Credit Card

  • Account you may select the same account that you select for Sales

Expense Details will define the settings for creating Expense
in Quickbooks:

  • Account select an expense account

  • Record Expenses in Multiple Accounts This option is usually not required unless you want to granularly record expenses (eg Promotion, FBA fee) to different accounts.

  • Description set it to Amount Description.

Refund Reimbursement:

  • Sales select an account for recording Refunds that comes in the settlement report

  • Class If you are tracking Class then select the Class.

  • Description set as Amount Description

Shipping Fee settings can be configured to record shipping fees if Amazon is charging you for Shipping. Click on Save once the configuration is done.

Please note that you need to configure settings for each Sub-channel.

If the fee amount for Canada or any other country orders is in different currencies then the vendor and account which you select under expense settings should also be in the respective currencies.

Now you can start posting the orders and settlement reports from the screen below:

If you have any questions please feel free to contact Webgility support at 877 753 5373 ext. Mon thru Fri 8:00 am to 5:00 pm PST. or email us at

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