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Fixing Gift Card Posting Issues from Webgility Desktop to QuickBooks Desktop

This article helps Webgility Desktop users resolve issues where gift card items fail to post to orders from Webgility Desktop into QuickBooks Desktop. This error usually occurs when gift card product data is missing or improperly configured during order processing.

Issue Overview

You may encounter an error when trying to post orders that include gift card items. This happens when the gift card data isn't included in the order payload or the item hasn't been properly set up in the product database.

Troubleshooting and Resolution Steps

Follow these steps to identify and fix the issue:

1. Modify Order Download Settings

To ensure gift card items are included in order downloads:

  • Open Webgility Desktop.

  • Go to:
    Connection > Sales Channel > Settings

  • In the Download Settings section: Verify if "Gift card payment as a line item" is enabled

  • Click Save and Continue to apply the changes.

2. Create or Verify Gift Card Item Setup

If the gift card item doesn’t exist in your product list or isn’t properly configured:

  • Navigate to your Lists in QuickBooks.

  • Create a new item and classify it as a Gift Card.

    • Assign a distinct SKU or identifier.

    • Set the correct item type (e.g., Non-Inventory or Service) as required by QuickBooks or your system logic.

  • Save the item and confirm that it's active.

3. Reattempt Order Posting

Once settings and item data are updated:

  • Select the affected order(s) in Webgility.

  • Attempt to post the order again.

  • Monitor for any remaining errors during the posting process.

If the order posts successfully, the issue is resolved. If the error persists, re-check item setup, order filters, and integration logs for any missed configurations.

By following these steps, you can ensure that gift card items are properly processed and posted in Webgility Desktop. This ensures accurate inventory, order fulfillment, and downstream accounting.