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Orders With Errors Not Being Posted From Webgility Desktop

This article helps Webgility Desktop users troubleshoot issues where orders fail to post to QuickBooks Desktop and appear in the “Errors” tab. These issues are often caused by incorrect QuickBooks Desktop connections, missing product or payment method mappings, or misconfigured posting rules.

Step 1: Check the Errored Orders

Follow the steps in this helpful article to check the orders in the ‘Errors’ tab

Errors View in Webgility Desktop

Step 2: Check QuickBooks Connection (If the error is related to QuickBooks connection)

Follow the steps in this helpful article to check the QuickBooks Connection.

How to Test QuickBooks Connection in Webgility Desktop

To check the company file path, you can follow the below steps:

In QuickBooks with the company file open, please press the ‘F2’ button (in case of a laptop, try fn+F2) and copy the path to enter it into the Webgility accounting connection.

Step 3: Download Data from Scratch from QuickBooks

Follow the steps in this helpful article to learn how to download the accounting data from scratch: How to Download the Latest Accounting Data from Scratch - Webgility Desktop

Step 4: Check the Product Matching and Mappings (If an error is related to items not found)

Step 5: Check the Configurations (In case the error refers to Shipping Charges, discounts, taxes, etc.)

To access the configurations, please click on Connections go to Accounting/POS/ERP and Sync Settings.

Then check and Save the settings that could be causing the issue.

Step 6: Check the Sales channel Settings in Webgility (If the error states ‘Payment is Pending’)

If you receive an error message stating 'Order Cannot be posted, Payment is still Pending,' it indicates that the Sales channel setup in Webgility is not configured correctly to match the order status of the order not posting to QuickBooks.

To verify this, verify this, please go to Connections then Sales channels and Settings, 

You will be able to see all selected order statuses and whether Webgility is marking the order as 'Paid' or not in the order status columns.

  • "Yes" indicates that the payment is pending
  • "No, Mark as Paid" indicates that the order will be treated as a paid order in Webgility.

If an order is not being posted due to the error mentioned above, please update the setting under the 'Paid' column, save the setting, and then re-download the order.

Step 7: Check the Payment Method mapping in Webgility (If the order gets created but the payment creation fails)

If the order is created in Webgility but the payment creation fails (check the error message in the order details under the 'History' tab as mentioned above in the help article), then follow these steps:

Open the order and copy the incoming payment method. 

Map the copied payment method with the correct QuickBooks Payment method.

Follow the steps in this helpful article on how to do the mapping of the payment methods: Map Payment Method with QuickBooks

Step 8: Check the Payment setup in Webgility (If we are creating ‘Invoices’ and the order gets posted but the payment creation fails)

To address the issue mentioned above, please enable the following two options:

A). Set up Create Payment of Transaction Total in QuickBooks, navigate to Connections go to Accounting/POS/ERP then Sync Settings and Click on ‘Setup’

  • Enable, Record Payments,select required Deposit to account, Record payment from sales channel as, and then click on Save, then Save & Continue and close the Sync Settings.

B). Secondary Method: Navigate to Connections then Sales Channels and click on Advanced Settings.

  • Then navigate to ‘Additional Settings’, enable the option "Only apply payment to the invoices that are posted by Webgility", and ‘Save and close’ the setting.

Note: Once the corrections are done, and if the orders post using automation (Webgility Scheduler) please stop and restart the scheduler

C). Also, in the scheduler, there is the option ‘Retrieve Error Orders’ If you select this upon restarting the scheduler, the Error orders will be retrieved and posted to QuickBooks.