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How to enable and use the orders update feature

This article explains Webgility Online users how to use the Orders Update feature in Webgility Online when integrated with Amazon or Shopify (including Shopify POS). It describes how the feature automatically tracks and downloads order changes made on the online store, both for new orders and for orders already posted to QuickBooks Online. The article also outlines how users can view these updates in the Updates tab, review order history, and accept or reject changes to keep their accounting data accurate and up to date.

What is the Update feature? 

The Update tab in Webgility Online helps you keep track of the changes made in the orders on online stores.

Note 1: This feature is enabled by default and does not require any additional configuration.

 

Note 2: This feature is available exclusively with Amazon and Shopify integration, including Shopify POS integration with Webgility Online.

How does the order update feature work?

  • Updates on new orders: If orders are in the new order tab and still need to be posted to QuickBooks Online, then any update or changes found on the store will be auto-updated, and they will stay in the new order section. No action is required by the user.
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  • Updates on orders posted to QuickBooks Online: After orders have been posted to QuickBooks Online, any changes made on the orders for Items, the Shipping charge amount, discount, fee, and order payment, will be downloaded in the “Updates tab”.

Note: For invoices, Webgility Online sync updates to the existing one. In the case of sales receipts, the user needs to unpost the existing transaction from QuickBooks Online and create a new one.

Follow the steps in this helpful article on How to Unpost Orders in Webgility Online

Steps to check the order-related updates or changes made in the store:

  1. Navigation: On the left menu panel, go to Sales > Orders. Once you are on the order page, navigate to the “Updates Tab” and click on the order for which you want to check updates.

 

2. Updated order: Here, you will see the updated order with changes made on the store.

 

3. Order History: You can also navigate to the History tab to view the details of order updates downloaded from the store.

 

4. Order in the posted tab: As soon as any new updates are downloaded, the order in the Posted tab gets grayed out. You can not take any action on this order unless you accept or reject the updates for the same order under the “Updates tab”. If you click the order here, it will show the original order details posted to QuickBooks Online.

 

 

How to accept or reject the updates?

Accept Updates: To accept the updates, check the order under the “Updates tab” and click Accept Updates”

 

This will show another confirmation pop-up window explaining that this action will remove the existing transaction from QuickBooks Online and post the updates of the existing transaction with recent changes. If you want to proceed, click “Yes”.

 

Reject Updates: If you do not care about the updates downloaded on the order from the store. You can reject the updates simply by selecting the order under the “Updates tab”, clicking on” Reject Update” and then clicking Ok on the confirmation pop-up window.

Rejecting the order updates will enable the original posted order under the “Posted” tab from the grayed-out mark.