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Fixing Payout Errors in Webgility Desktop by Managing Repository Orders and Archive Automation

This guide helps Webgility Desktop users identify and resolve payout posting errors in Webgility Desktop caused by outdated or flagged orders remaining in the Repository tab, as well as misconfigured Auto-Archive settings. It provides steps to remove problematic orders and review archive automation rules to ensure smooth payout processing.

Overview

This guide outlines the recommended steps for resolving payout posting errors in Webgility. These issues may be caused by outdated or flagged orders in the Repository tab or by misconfigured Auto-Archive settings that disrupt the payout process.

Root Cause

Payout errors typically occur when:

  • Legacy or incomplete orders are stuck in the Repository tab, and

  • The Auto-Archive feature is either archiving orders prematurely or interfering with the posting workflow.

Resolution Steps

1. Identify the Error

  • Check the Webgility system logs or customer error reports to confirm the payout posting failure.

  • Verify if any recent changes have been made to order settings, payout configurations, or automation workflows.

2. Clear Problematic Orders from the Repository Tab

  • Navigate to Archive Orders > Repository in Webgility.

  • Review the list for completed, outdated, or flagged orders that should no longer be retained.

  • Select the applicable orders using the checkboxes.

  • Click Remove or Delete to clear them from the Repository tab.

  • Confirm the action if prompted.

⚠️ Tip: Deleting irrelevant orders helps prevent conflicts during payout processing.

3. Review and Modify Auto-Archive Settings

  • Go to Settings > Order Management > Auto-Archive.

  • Review current archive criteria such as order status and interval.

    • If auto-archive is enabled, ensure it is not targeting active or recently synced orders.

    • If needed, temporarily disable auto-archive or adjust the settings to avoid interference.

  • Click Save after making changes.

4. Retry the Payout Posting

  • Go to the Payouts module.

  • Re-initiate the payout posting for the affected orders.

  • Monitor the process to ensure it completes without errors.

5. Validate and Document the Fix

  • Confirm that the payout has been successfully recorded in your financial system (e.g., QuickBooks).

  • If this was a customer-reported issue:

    • Notify them of the successful resolution.

    • Add internal case notes summarizing the root cause and fix applied.