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Fixing Incorrect Items on Invoices Caused by Product Mapping Errors in Webgility Desktop

This article helps Webgility Desktop users resolve issues where invoices generated through Webgility Desktop contain incorrect items or mismatched product details. These problems are typically caused by invalid or outdated product mappings, which link sales channel products to QuickBooks Desktop. The guide provides step-by-step instructions to diagnose, correct, and prevent product mapping errors to ensure accurate invoicing.

Symptoms

You may be affected by this issue if:

  • An invoice includes a different item than the one ordered.

  • The invoice shows a placeholder or unexpected product.

  • There’s a mismatch between order data from your eCommerce store and what's posted to your accounting platform.

Step-by-Step Resolution

1. Confirm the Item Mapping Issue

Start by comparing the affected invoice with the original order from your sales channel.

  • Identify which item(s) on the invoice don’t match what was ordered.

  • Note the SKU or product name that’s appearing incorrectly.

2. Locate the Product Mapping in Webgility

To view how the item is mapped:

  • Open Webgility Desktop.

  • Go to Product Catalog 

  • Search for the SKU or product name you found earlier.

3. Identify Invalid or Outdated Mappings

Look closely at the mapping data for the affected product.

  • Check if the SKU or Product ID is outdated, incorrect, or duplicated.

  • Confirm the accounting/inventory item is correctly linked to your sales channel product.

  • If the mapping is wrong, take note of it.

4. Remap the Product

To fix the mapping:

  • Click Remove mapping and Remap on the incorrect product.

  • Choose the correct product from your QuickBooks Desktop.

  • Click Save once the correct link is established.

Repeat this step for other items that may be affected.

5. Test and Confirm the Fix

Once the mapping is updated:

  • Go back to the affected order and either re-download the invoice in Webgility Desktop.

  • Confirm the correct product appears this time.

  • Check your QuickBooks Desktop to ensure the data synced correctly.