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Configuring Deposit Account Mapping for Walmart and Shopify Order Postings in Webgility Desktop

This article addresses a common issue where Walmart and Shopify orders are incorrectly posted to Accounts Receivable in QuickBooks Desktop instead of the appropriate clearing or deposit accounts (e.g., Walmart Clearing or Shopify Payout Account). The root cause is typically misconfigured order settings in Webgility Desktop, where orders are marked as unpaid during import. This guide walks you through correcting these settings to ensure accurate financial reconciliation.

 

Root Cause:

Orders were imported with the “Mark Orders as Unpaid” option enabled, causing QuickBooks to treat them as unpaid invoices, thereby routing them to Accounts Receivable instead of the appropriate deposit or clearing account.

Resolution Steps:

1. Update Order Import Settings

  • Open Webgility Desktop.

  • Navigate to:
    Connections > Sales Channel > [Your Walmart or Shopify Sales Channel] > Settings

  • Go to the Order Download Options section.

  • Set the option to Mark Orders as Paid on download.

  • This ensures payments collected by the sales channel (Walmart or Shopify) are reflected in the import and correctly routed to clearing/deposit accounts.

2. Map Payment Accounts Correctly

  • Navigate to Connections > Accounting/POS/ERP > Sync Settings.

  • Go to Orders > Posting Rules.

  • Select the transaction type for posting orders.

  • Click the Setup button next to the selected transaction type.

  • Check the option Mark Invoice as Paid.

  • Select the appropriate deposit account.

  • Save all configuration changes.

  • Repeat the above steps separately for both Walmart and Shopify profiles by switching between them.

3. Test the Configuration

  • Import a sample paid order from both Walmart and Shopify channels.

  • Check in QuickBooks:

    • The invoice should appear as paid.

    • The payment should be posted to the correct deposit/clearing account.

    • It should not appear under Accounts Receivable.

4. Troubleshooting Tips

If issues still occur after reconfiguration:

  • Verify that all changes are saved and applied.

  • Ensure the selected clearing/deposit accounts are active in QuickBooks.

By following the above steps, Webgility Desktop will correctly import orders as paid, and route payments to the appropriate clearing or deposit accounts, thereby improving reconciliation accuracy in QuickBooks.