Advanced Settings in Webgility Desktop: for Order Download and Posting

This help article offers a detailed overview of the Advanced Settings available in Webgility Desktop for order download and posting. It is intended for users who wish to fine-tune how Webgility interacts with their connected sales channels and QuickBooks. The article explains critical configuration options across multiple tabs like Application, Order Settings, Other, and Additional Settings covering areas such as protocol selection, transaction customization, customer matching, time zone adjustments, order consolidation buffers, and fulfillment-specific posting rules. Because many settings are sales channel–specific, users are advised to review options relevant to their particular store connections. The goal is to empower users with granular control over order processing workflows, error handling, and integration behavior to ensure a more accurate and efficient syncing experience between Webgility Desktop and QuickBooks Desktop.

Advanced Settings in Webgility Desktop: for Order Download and Posting

This article will provide an overview of important settings related to order download and posting in the Webgility Desktop Advanced Settings section.

Please note that most of the Advanced Settings are Sales Channel specific, some of the options available for one sales channel may not be applicable for others.

To access Advanced Settings navigate to Connections then goto Sales Channel and click on Advanced Settings.

Advanced Settings: Application Tab

Use this Protocol at time of connection to store:

This option helps us in troubleshooting scenarios related to sales channel connection. We can either set it as blank (recommended) or TLS12.

Set Suffix and Prefix for Transaction in QuickBooks Desktop:

This option will apply a prefix or a suffix as per the settings and attach it to the transaction number while posting the order in QuickBooks Desktop. It will only work if the settings ‘Transaction Numbering’ under ‘Posting Settings’ is not set as ‘Use QuickBooks Desktop Numbering’

Use Prefix in Customer Matching:

This option will add the defined prefix to the ‘customer name’ of the sales channel and then attempt to fulfill the matching criteria while posting the order. It is useful for some customers as they classify their customer list in QuickBooks Desktop by adding prefixes.

QuickBooks Desktop Transaction Class Mapping:

This option will help customers in categorizing transactions in QuickBooks Desktop by mapping any of the below options with the ‘transaction classes’ defined in QuickBooks Desktop.

Country
State
Customer type

Please note that for this option to work, the customer should have ‘Classes’ enabled in QuickBooks Desktop.

Once Classes are enabled and created in QuickBooks Desktop, then while posting the orders the incoming State or Country from the Shipping Address is used and mapped to a transaction class of QuickBooks Desktop.

Similarly, if an order has a customer type available, then while posting the order the transaction class will be chosen according to the mapping done on this screen.

Order Settings

Enable Auto-Archive for Orders:

This option helps in moving orders automatically to the ‘Repository’ which is under the Archived tab if the orders are older than the specified number of days.

Sort Order Items by:

This option will help in sorting the items in an order on the basis of SKU, Product Name or Description.

Order Download Buffer:

This option will help in downloading orders that might be missed due to differences in the time zone in which the sales channel operates and in which Webgility Desktop operates.

Set Default Payment Method:

This option, as the name suggests, will set a default Payment method if a new order downloaded from the sales channel does not have a payment method assigned to it.

Show Orders in Batches of:

This option will set the limit on how many orders will be shown on one page in Webgility Desktop’s application window

Enable Auto-Search:

This option will show a dynamic search result of all the relevant orders in Webgility Desktop’s UI by just typing a few digits of the concerned order. If not enabled then cx needs to enter the complete order number and click on the search icon.

Time Zone:

This helps in selecting the correct time zone so Webgility Desktop does not download the orders with the incorrect date and time.

Advanced Settings: Other Tab

Disable Country Posting:

This option if enabled will eliminate the country name from the customer address while posting the order to avoid the error ‘too many address lines on the order’

Override Customer matching?:

This option will override the customer matching

Override other field in transaction?:

This option will override the Other field in the transaction with whatever value is set here. Hence the mapping set for the Other field under ‘Posting Settings> Transactions Settings’ will be overridden.

Ask for Database backup on logout:

This will provide a prompt to the customer whenever they try to close the Webgility Desktop application.

Do not Show Item Details in Inbox:

This option will hide the item details when we hover our mouse on the orders in the Webgility Desktop UI. If unchecked, then the customer can hover their cursor on an order and see the list of all the items for that respective order.

Allow negative quantity synchronization in your QuickBooks Desktop from online sales channel and vice versa:

Both these options will allow negative quantity synchronization on the other end as per the option selected.

Show Weight in Product Option:

When we open an order in Webgility Desktop we see multiple columns like SKU, Products Name, Options, Weight, Qty, etc. This option if enabled will show the weight in ‘Products Options’ itself.

Overwrite Shopify Order Download Settings:

This option allows you to overwrite the order download settings configured in the sales channel settings. Here, you can choose to download the orders from the sales channel based on payment and shipments

Consolidated Order Posting buffer (in hour) / (in days):

Sometimes, a few orders for the current date download in Webgility Desktop on the next day or after a few hours in Webgility Desktop after the consolidation runs.
When a customer creates consolidations, for example, daily, as the consolidation in Webgility Desktop works via scheduler, those orders that were downloaded at a later time get stuck in the new orders tab and do not post in QuickBooks Desktop because the scheduler moves on to post the orders for the next date.
To counter this issue, we can set up the buffer time which means how far back the scheduler will check before posting the latest batch of orders.
Hence, for example, the scheduler is set to create daily consolidations, and 4 orders were downloaded in Webgility Desktop on 14 Feb 2022 which were posted in QuickBooks Desktop. Now, on 15 Feb 2022, 5 more orders download in Webgility Desktop out of which 2 orders are from 14 Feb.
If the consolidation buffer is set to check back in days then the scheduler will pick up the orders from 14 Feb and make a consolidation for the same and then create another consolidation for the orders of 15 Feb. If this option was not enabled then the late orders of 14 Feb which got downloaded in Webgility Desktop on 15 Feb would have got skipped by the scheduler.

Restrict Addon to Access Phone Order :

Using this option the Webgility Desktop admin account can restrict the functionality of creating phone orders using any Webgility Desktop addon account.

Download State Code in Orders:

Some customers request to download state code in orders instead of the state name and this option will fulfill their needs. For example, instead of ‘California’ download it as CA.

Create Transaction based on Sales Channel:

This option will help customers create transactions based on different sales channels of Amazon like CA, MX, US, etc. Once enabled, customers can configure the posting settings under the ‘Orders’ tab to create transactions based on sales channels as they do based on the payment method, order status, etc.

Create Transaction based on Fulfillment Channel:

Similar to the last option, this option will allow the customer to create transactions based on the sales channel. Customers can define separately how to create transactions for FBA orders and FBM orders.

Override default transaction class when posting to QuickBooks Desktop if:

Another option is to override the transaction class of QuickBooks Desktop based on specific conditions which if met then update the transaction class on the order in QuickBooks Desktop.

Advanced Settings: Additional Settings Tab

Set Shipping Address as Billing Address when Post to QuickBooks Desktop and vice versa:

These two options self-state that they would set the shipping address as the billing address or vice versa when Posting an order in QuickBooks Desktop.

Set Store Address as Shipping / Billing Address when order has no address:

When either of the addresses is not available on an order then Webgility Desktop will set the sales channel address which we define when connecting Amazon with Webgility Desktop.

Set MultiState tax for Canada:

If a customer has the QuickBooks Desktop Canadian version connected with Webgility Desktop and wants to set up multiple ‘tax locations’ under sales tax settings in Webgility Desktop, then until and unless this option is not enabled they won't be able to see any Canadian States / Provinces.

Ignore orders from specific source or location (Shopify only):

This option will let you choose to avoid downloading the orders from specific locations or order sources on the Shopify.

Do not Auto Apply Payment on Invoice:

QuickBooks Desktop has a default functionality called ‘Auto Apply’ wherein if a customer listed in QuickBooks Desktop has an open balance (usually repeat customer) then when a new order for that customer is posted via Webgility Desktop in QuickBooks Desktop, and in Webgility Desktop we took the setting to create ‘Paid Invoices’ for example, then the payment will get adjusted in the open balance of the customer in QuickBooks Desktop and the invoice will be unpaid.

This option helps to overcome this issue. While creating Paid Invoices Webgility Desktop does not let QuickBooks Desktop adjust the incoming payment in the open balance and applies the entire payment on the current invoice itself.

Show Order Notes Notification on Home Click:

If a new order downloaded in Webgility Desktop has an order note on it, this option will show a notification for that new order note received as soon as we click on the home button.

Check job while post customer to QuickBooks Desktop:

We can create sub-customers / customer jobs under one customer like we create sub-items under a parent item. If someone has created customer jobs in QuickBooks Desktop under one parent customer then this option will check the customer jobs as well while trying to fulfill the matching criteria at the time of posting the orders.

Use Card Type with Payment Method mapping:

Helps in using the card type as well in the payment method mapping just in case the Payment method field comes up as blank in the order. While posting the order card type mapping is checked and the payment method is set accordingly.

Use Shipping Address for Customer matching:

By default billing address is used for customer matching. Using this option shipping address would be used for customer matching.