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Fixing Amazon Settlement Posting and Order Mismatch Errors in Webgility Desktop

This article helps Webgility Desktop users resolve Amazon settlement posting and order mismatch errors in QuickBooks Online caused by outdated or duplicate reports. It guides users through reviewing existing reports, removing unnecessary data, redownloading accurate information, and retrying the posting process. The final step ensures QuickBooks Online order totals align with Amazon settlements, enabling accurate and confident book closing.

Overview

If you're seeing settlement posting errors or mismatched order totals in QuickBooks Online, it’s often due to outdated or hidden report files or inconsistencies between downloaded reports and order data. This guide helps you troubleshoot and fix these issues step by step, so you can get back to accurate, seamless posting.

Whether you're an existing Webgility Desktop user or exploring how we help with accounting automation, this article is your go-to resource for solving common syncing and posting challenges.

Common Issues You Might Be Facing

Here are the most common scenarios:

  • Settlement postings are failing because of outdated or hidden reports.
  • Order totals in QuickBooks Online don’t match the sales reports.
  • Order payment creation fails due to report mismatches or missing data.

Root Causes

These issues usually come from:

  • Settlement reports are being downloaded outside of the correct QuickBooks Online calendar period.
  • Hidden or duplicate reports are interfering with new postings.
  • Conflicts between old reports and updated order data.

Troubleshooting: 

1. Check the Error Details

Start by reviewing the error message you’re seeing when settlement posting fails.

  • Note which settlement period or orders are affected.
  • Check your QuickBooks Online Reports Calendar for any hidden or outdated reports.

2. Spot Reports You Don’t Need

In QuickBooks Online:

  • Navigate to the Reports section.
  • Look through all downloaded reports and find any that are:

    • Outdated
    • Duplicated
    • No longer needed

  1. Clean Up Old or Duplicate Reports

For each unnecessary report:

  • Right-click on the report name and select Delete or Remove.
  • Confirm the deletion.
  • Double-check that the report no longer appears in your calendar.

    Download the Right Settlement Reports

Now, get a fresh copy of the reports you need:

  • Go to Orders > Amazon > Settlement Reports > Click on the dropdown ‘By Range’ in Webgility Desktop.
  • Download the most accurate and current versions.
  • Make sure report date ranges don’t overlap or leave any gaps.

    Retry Posting and Order Payment Creation

After cleaning up your reports:

  • Retry the Settlement Posting process in Webgility Desktop.
  • Watch for successful completion or new errors.

If you still get payment creation errors:

  • Undo-Sync the affected settlements.

  • Redownload the correct reports and try again.

    Double-Check Order Totals

Once posting succeeds:

  • Compare order totals in QuickBooks Online with the new settlement reports.

  • Make sure everything lines up and no errors remain.