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How to Configure Transaction Class in Webgility Desktop

This article helps Webgility Desktop users categorize transactions in QuickBooks Desktop for improved tracking and reporting. It guides users through enabling Class Tracking in QuickBooks Desktop and setting up Transaction Classes in Webgility Desktop, ensuring that each order is posted with the correct classification.

Step-by-Step Instructions

1. Enable Class Tracking in QuickBooks

To use transaction classes in Webgility, first make sure Class Tracking is enabled in your QuickBooks company file.

  1. Open QuickBooks Desktop.

  2. Go to Edit > Preferences.

  3. Select Accounting > Company Preferences.

  4. Check the boxes:

    • ✅ Use class tracking for transactions

    • ✅ Prompt to assign classes (optional, but recommended)

  5. Click OK to save.

2. Create Transaction Classes in QuickBooks

You must set up the actual classes in QuickBooks before you can use them in Webgility.

  1. Go to Lists > Class List.

  2. Click the Class dropdown at the bottom left and choose New.

  3. Enter the class name (e.g., “Sales” or “East Coast Office”).

    • Optional: Make it a subclass by checking the related option.

  4. Click OK to save the class.

3. Download the Latest QuickBooks Data in Webgility

To ensure Webgility has the latest class data from QuickBooks:

  1. Navigate to Connections > Sales Channel > Advanced Settings.

  2. Under the Application tab, click Clear next to Last download date for QuickBooks Item.

    • This clears the previous sync data.

  3. Click Save, then Close.

  4. Go to Connections > Get Latest Data & Settings.

  5. In the pop-up window, click Download Data under Download QuickBooks settings.

  6. Wait for the sync to complete and confirm no errors.

4. Configure Transaction Class in Webgility

  1. Go to Connections > Accounting/POS/ERP > Sync Settings.

  2. Navigate to the Orders > Posting Rules.

  3. Locate Select transaction type for posting orders.

  4. Click Setup next to your chosen transaction type.

  5. Look for the Transaction Class dropdown and select your desired class from the list.

  6. Click Save, then Save & Continue.

  7. Close the Sync Settings window.

5. Verify Transaction Class Is Being Applied

  1. Post a sample order from Webgility.

  2. Open the order in QuickBooks.

  3. Confirm that the Transaction Class appears as expected on the transaction.

Notes

  • If your newly created class does not appear in Webgility, repeat the download process under Get Latest Data & Settings.

  • Class tracking must be enabled in QuickBooks before using this feature in Webgility.

  • Ensure your QuickBooks and Webgility users have adequate permissions to make these changes.