Fixing Shopify Payout Posting Issues in Webgility Desktop: Missing Orders, API Failures, and Duplicates
This article helps Webgility Desktop users with a structured, step-by-step approach to troubleshoot payout posting errors when using Webgility Desktop. It focuses on common issues such as missing Shopify orders, API sync failures, and duplicate transactions resulting from improper re-downloads, helping ensure accurate and efficient payout reconciliation.
Step-by-Step Troubleshooting Workflow
1. Identify Missing Orders
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Log in to your Shopify admin account.
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Navigate to the Order History and verify orders that should exist for the affected date range.
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In Webgility Desktop, go to the Orders tab and check for:
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Orders that failed to sync from Shopify
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Orders that failed to post to QuickBooks
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2. Manually Download Backdated Orders
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In Webgility, manually download orders from Shopify for the missing date range.
Important: Do not re-download orders that were already synced without first unsyncing them in Webgility. Failing to do this may cause duplicate entries in QuickBooks.
3. Check for Duplicates in QuickBooks
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Open QuickBooks and search for recent Sales Receipts or Invoices by:
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Order number
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Transaction ID
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Customer name
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Confirm whether any orders have been posted more than once.
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If duplicates exist, identify the re-download or sync error that caused them.
4. Investigate Payout Posting Error
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In Webgility, attempt to post the Shopify payout as usual.
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If the error “Order has already been posted” appears:
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It likely indicates a mismatch between Webgility's posting status and what’s recorded in QuickBooks.
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5. Re-Post the Shopify Payout
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If needed, correct any duplicate or unsynced order entries.
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Retry posting the payout from the Webgility Payouts section.
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Confirm that:
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No sync or validation errors occur.
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The payout and associated orders are now properly reflected in QuickBooks.
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