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Fix Missing Shopify Orders in Webgility Desktop

This article helps Webgility Desktop users in resolving issues where Shopify orders fail to download in Webgility Desktop. It provides step-by-step guidance on identifying affected orders, adjusting order status and date filters, and reprocessing the orders successfully. The article also highlights best practices to prevent similar issues in the future by consistently using the scheduler for order posting.

Overview

If you're noticing that some Shopify orders aren’t downloading in Webgility Desktop—especially within a specific date range—it could be due to posting orders manually to QuickBooks instead of using the built-in scheduler. Here’s how to identify and resolve this issue efficiently.

What Happened

Orders from September 2–24, 2024, weren’t appearing as expected. Upon review, it turned out these were manually posted to QuickBooks, bypassing Webgility’s scheduler. As a result, they didn't follow the standard download flow and were missed.

How to Fix It

  1. Check the Date Range

    • Make sure you’re viewing the correct date range in the Downloads tab.

    • Orders may not appear if the filter doesn’t match their actual post date.

  2. Review How Orders Were Posted

    • Determine whether the orders were posted using the scheduler or done manually.

    • Manual posting often causes orders to skip the expected workflow.

  3. Inspect Order Tabs

    • Look under the Scheduled tab.

    • Orders posted manually often land here instead of the New Orders tab.

  4. Adjust and Reprocess

    • Modify the date filter to include the full expected range.

    • Move affected orders from Scheduled to New Orders.

    • Re-attempt the download—they should now process successfully.

  5. Validate the Fix

    • Once orders download correctly, verify that they’re showing up in QuickBooks as expected.

Tips to Prevent This Going Forward

  • Always use the Scheduler to post orders to QuickBooks.

  • Avoid manual posting unless absolutely necessary, as it can break the expected order flow.

  • Keep date filters flexible when troubleshooting missing orders.