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Error: You Cannot Apply Payment More Than the Settled Amount

This article helps Webgility Desktop users understand and resolve the error message “You cannot apply payment more than the settled amount” when posting Shopify payouts in Webgility Desktop. This error, and the related message, “Applied To Txn Add payment amount field has an invalid value. You can’t pay more than the amount due”, occurs when Webgility Desktop attempts to apply a payment that exceeds the corresponding QuickBooks invoice total. The issue is usually caused by mismatches between payout details and invoice data, including incorrect item amounts, tax discrepancies, removed order items, or payout amounts that do not align with the actual payment received from Shopify. The article guides users through updating Webgility Desktop, re-downloading and reposting payouts, identifying the affected order, comparing invoice and order details, fixing sales-tax or item discrepancies, adjusting settings for removed items, and verifying the payout details to ensure the amounts match correctly in both Webgility and QuickBooks.

Overview: 

This article addresses an error that occurs when posting Shopify payouts in Webgility Desktop and QuickBooks. The error message:

​You cannot apply payment more than the settled amount.
or
Applied To Txn Add payment amount field has an invalid value. You can’t pay more than the amount due

Both errors arise when Webgility Desktop attempts to apply a payment amount greater than the QuickBooks (QB) invoice total. This issue is commonly caused by discrepancies between the payout details and the corresponding orders or invoices in QuickBooks.


Causes of the issue:

  1. Invoice Mismatch: The QuickBooks invoice total is less than the payment recorded in Webgility Desktop.

  2. Sales Tax Discrepancy: The sales tax amount of the posted order does not match the adjusted value in the payout report.

  3. Removed Order Items: An order item may have been removed after the payout report was generated.

  4. Payout Issue: The payout in Webgility Desktop may display a higher payment amount than what was actually received in the Shopify payout for that date. 

Steps to Fix the Error:

1. Update Webgility Desktop to the Latest Version

Ensure Webgility Desktop is updated to the latest version to resolve known bugs and ensure compatibility. Follow this article for instructions on updating Webgility Desktop.

2. Re-Download and Repost the Payout

  • Re-download the payout in Webgility Desktop.

  • Try posting the payout again to check if the issue persists.

3. Identify and Analyze the Problem Order

  • The error message will display the order number causing the issue.

  • Use this order number to locate the corresponding invoice in QuickBooks and the order in Webgility Desktop.

4. Compare the Invoice and Order Details

  • Open the QuickBooks invoice and the order in Webgility Desktop.

  • Verify that all line items, taxes, and fees match.

  • Look for discrepancies such as:

    • Missing or incorrect taxes

    • Fees not recorded

    • Incorrect line item amounts

5. Resolve Sales Tax Discrepancy

If the issue is caused by a mismatch in sales tax:

  1. Navigate to Connections > Accounting > Sync Settings > Sales Tax.

  2. Ensure the settings are configured to download the tax amount as a line item.

  3. Unsync the posted order and repost it after reconfiguring the sales tax settings.



By doing this, Webgility Desktop will download the exact tax amount associated with the online order.

6. Handle Removed Order Items

If an order item was removed after the payout report was generated:

  1. Go to Connection > Sales Channels > Settings.

  2. Enable the option "Do not download removed items with the order".

  3. Unsync the posted order, then redownload it to update the order details.

  4. Repost the order to resolve the discrepancy.



7. Verify the Payout Amount

  • Open the order in Shopify and review the timeline for the payout information.

  • Look for the message: "X amount will be added to your DD/MM/YY payout."

  • In Webgility Desktop, select the payout and click on the View option to verify the payment received against the specific order mentioned in the error.

Additional Tips

  • Ensure that taxes and fees are properly configured in Webgility Desktop to match QuickBooks settings.

By following these steps, you should be able to resolve the error and successfully post your payouts.