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How to Align Webgility Desktop and QuickBooks Desktop Data for Accurate Profit Reporting

This article helps Webgility Desktop users resolve incorrect tax amounts and processing fee values in profitability reports caused by inconsistent data recording between Webgility Desktop and QuickBooks Desktop. It outlines step-by-step methods to correct these discrepancies and prevent them in future reporting.

Overview

Incorrect tax amounts and processing fee values in profitability reports are often caused by inconsistent data recording between Webgility and QuickBooks. This guide outlines step-by-step resolution methods for addressing and preventing such discrepancies.

Common Causes

  • Tax and Fee Mapping Differences: Tax and processing fees may be recorded in separate accounts or mapped inconsistently between platforms.
  • Order Download Settings: Improper configuration can lead to missed or incorrectly synchronized transactions.
  • Server Access or Permissions: Limitations on QuickBooks or server can disrupt data synchronization.
  • Order Data Timing: Orders from specific date ranges (e.g., February–March) may have uncollected or missing data if sync issues were present.

Initial Troubleshooting Steps

  1. Confirm Access
    • Ensure you have correct credentials and access to both Webgility server and QuickBooks company file.
    • Verify QuickBooks is set to multi-user mode if required.
  2. Check Server Log-in Settings
    • Validate that Webgility server credentials are current.
    • Review error logs for failed connections or synchronization attempts.
  3. Identify Impacted Orders
    • Use report filters to isolate orders within the affected range (e.g., February–March).
    • Document order counts and value discrepancies for resyncing.

Resolving Tax and Fee Recording Issues

Update Data Synchronization/Order Download Settings

  1. Check the Order download and processing settings in Webgility.
  2. Review mapping between sales tax and processing fees in Webgility and QuickBooks.
  3. Adjust account mapping to match the accounting structure in QuickBooks.
  4. Enable or adjust options for downloading tax and processing fee data.

Re-Download Orders

  1. Select or filter the orders by the affected date range in Webgility.
  2. Use the Undosync and Re-Download feature to pull the latest order details into QuickBooks.
  3. Monitor for errors and verify order status post-download.

Adjust Tax Recording Settings

  1. Under Connections > Accounting/POS/ERP > Sync Settings > Sales Tax Settings, verify tax calculation preferences.
  2. Ensure settings align with how taxes are collected and reported in QuickBooks.
  3. Save and reapply changes as needed.

Validation and Reporting

  • Run the Profitability Report after resync to confirm that tax and processing fee amounts are accurate.
  • Cross-reference values with the original order records and QuickBooks reports.