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Fixing Incorrect Tax Items posting via Webgility Desktop for Shopify POS Orders Missing address Data

This article helps Webgility Desktop users in resolving an issue where Shopify POS orders are syncing with incorrect tax values in QuickBooks Desktop through Webgility Desktop. The problem is caused by missing or incomplete location data in Shopify, which disrupts accurate state tax calculation particularly in states like Florida. The article guides users in verifying the issue, updating tax settings in Shopify, and running test orders to confirm that taxes are correctly applied and synced going forward. It emphasizes the importance of maintaining accurate address data and ensuring proper tax configuration to avoid future discrepancies.

Overview

If you’ve noticed Shopify POS orders coming into QuickBooks with incorrect tax items—especially for states like Florida—it’s likely due to missing location data. Without a complete address, Shopify can’t calculate state-based tax correctly, which then leads to incorrect values when syncing through Webgility Desktop.

This guide walks you through how to identify, fix, and prevent this issue moving forward.

Why It Happens

  • Shopify POS orders may lack full address or location data.

  • Without this, Shopify can't assign the correct state tax during the transaction.

  • When these orders sync to QuickBooks via Webgility Desktop, the incorrect or missing tax carries through.

What You Can Do

Step 1: Identify Affected Orders

  • In Shopify, review POS orders where the tax looks incorrect or is missing.

  • Check the order details for any missing or incomplete location/address fields.

  • Open the same orders in QuickBooks via Webgility Desktop to compare how the tax appears.

Step 2: Adjust Your Tax Configuration in Shopify

  • Go to your Shopify Admin panel.

  • Navigate to Settings > Taxes.

  • Enable any features related to multi-state tax support or location-based tax settings.

  • Ensure that all your retail locations have accurate, complete address details saved.

Step 3: Test with a Sample Order

  • Create a test POS order using an address from a state with known tax issues (e.g., Florida).

  • Confirm that the correct tax amount and item is calculated at checkout.

  • Sync the order through Webgility Desktop and verify that it posts correctly to QuickBooks with the expected tax details.

Step 4: Monitor New Orders

  • Keep an eye on a few new POS orders to make sure tax items are now posting correctly.

  • If the issue is resolved, continue processing as usual.

Tips for Ongoing Accuracy

  • Make sure each Shopify POS location has accurate and up-to-date address info.

  • Regularly review Shopify's tax settings, especially if you sell across multiple states.

  • A quick test order after any tax setting change can save time later.

Final Note

Once the correct location data is in place, Shopify should calculate tax correctly, and Webgility Desktop will carry that information over accurately to QuickBooks. No further steps are needed unless the issue reoccurs—just keep monitoring periodically.