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Correcting Sync Errors with the Undo Sync Feature in Webgility Desktop

This article guides Webgility Desktop users on how to use the "Undo Sync" feature to remove transactions previously posted to their accounting software. This functionality is compatible with QuickBooks Enterprise, QuickBooks Pro/Premiere, and QuickBooks Online, enabling users to correct synchronization errors efficiently.

Overview

The "Undo Sync" function in Webgility Desktop allows you to reverse the posting of specific transactions (such as invoices, sales receipts, and sales orders) from Webgility Desktop to your accounting software. When these transactions are deleted from your accounting file, your inventory levels are automatically readjusted.

Using "Undo Sync" for Individual Transactions

To remove a single transaction from your accounting software:

  1. Open the specific transaction in Webgility Desktop that you want to delete.
  2. Click the Undo Sync icon, typically located in the bottom right-hand corner of the transaction window.
  3. Confirm the action when prompted.
    • Alternatively, you can right-click on the posted transaction in the order list and select Undo Sync from the context menu, then confirm.

What "Undo Sync" Removes (and What It Doesn't):

When you use "Undo Sync," almost everything related to that transaction in QuickBooks is removed, with two key exceptions:

  • Any items (products or services) that were created in QuickBooks by Webgility Desktop during the initial posting of the transaction will still exist.
  • Any new customers that were created in QuickBooks by Webgility Desktop during the initial posting will not be removed.

How to "Undo Sync" for Multiple Transactions

If you need to undo the synchronization for several transactions at once:

  1. In your Webgility Desktop order list, select each transaction you want to unpost. You can typically select multiple transactions by holding down the Ctrl key (or Cmd on Mac) and clicking, or by clicking and dragging.
  2. Once multiple transactions are selected, right-click on any of the selected transactions.
  3. Choose the Undo Sync option from the context menu.
  4. Confirm the action when prompted.

"Undo Sync" for QuickBooks Point of Sale (POS) Connections

When using the "Undo Sync" option for a QuickBooks Point of Sale (POS) connection in Webgility Desktop:

  • It does not delete the original transaction from QuickBooks POS.
  • Instead, it creates a reverse transaction (e.g., a return receipt) within QuickBooks POS. This return receipt effectively neutralizes the original sale and readjusts the quantity of the products involved.

"Undo Sync" for Consolidated Batch Transactions

If your transactions were posted in consolidated groups (e.g., Daily, Weekly, Monthly, or Manually consolidated batches):

  1. Go to Orders > Reports > Consolidate Report.
  2. Locate the specific consolidated group transaction you wish to unpost.
  3. Click the Undo Sync icon associated with that corresponding group transaction.

Important Notes and Precautions:

  • It is crucial to be extra cautious when using the "Undo Sync" feature, as it will move posted orders back to the "unposted" category in Webgility Desktop. These removed transactions will directly impact your accounting file.
  • It is highly recommended NOT to unpost/undo sync an order if the amount for that order has already been deposited to your bank account or if the amount has been reconciled in your accounting software. "Undo Sync" will only reverse the transaction entry; it does not reverse bank deposits or alter reconciled periods, which can lead to discrepancies in your accounting records.