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How to Customize Settlement Report Reconciliation in QuickBooks Using Webgility Desktop

This article helps Webgility Desktop users customize how settlement reports are reconciled in QuickBooks Desktop. It provides guidance on configuring expense account mappings, syncing only recently settled orders, and adjusting inventory settings to ensure financial reporting is accurate and aligned with business needs. Properly setting up these configurations in Webgility Desktop enhances the accuracy of financial records and streamlines accounting workflows by reconciling transactions, payouts, and expenses from connected sales channels.

Step 1: Adjust Expense Account Mappings

  • Log in to Webgility Desktop as the Primary User and navigate to your Amazon sales channel.

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

  • In the Posting Settings window, click on the Expenses & Fees tab.

  • For each fee group, choose the appropriate Transaction Type:

    • Use Check for expense transactions.

    • Use Check/Deposit for refund transactions.
      Click Setup next to the dropdown to configure the transaction.

  • In the configuration screen, click Enable Granular Posting to map each individual fee type to a specific QuickBooks expense account.

  • Select the appropriate QuickBooks account or sub-account for each Amazon fee type.
    Once all mappings are done, click Save and close the window.

  • Repeat the same steps to configure the refund transaction fees.

💡 Tip: Double-check your account selections to ensure each expense type is linked to the correct QuickBooks category for accurate reconciliation.

Step 2: Sync Only Recently Settled Orders

  1. In Webgility Desktop, go to Orders.

  2. Under the All time section, select an appropriate date range.

    • Use presets like Last 30 Days, or

    • Choose a Custom Date Range to target only recent settlements.

  3. Click Apply or Update Settings.

  4. Run a sync and verify that only the selected range of orders is processed.

📝 Note: Filtering to only recently settled orders helps prevent duplicate or outdated entries in QuickBooks.

Step 3: Configure Inventory Settings

  1. Navigate to Connections > Accounting/POS/ERP > Sync Settings > Expense & Fees in Webgility Desktop.

  2. Choose how inventory updates should be handled:

    • Enable or disable Automatic Inventory Adjustments when an order is settled.

    • Select a default Inventory Site or Warehouse under Product Sync Settings, if applicable.

  3. Click Save to confirm your preferences.

💡 Tip: Accurate inventory settings help ensure your QuickBooks stock levels reflect real-time order activity.

Step 4: Install or Update Necessary Software

  1. Confirm that you are using the latest version of Webgility Desktop.

  2. Check for updates from the Help > Check for Updates menu.

  3. Download and install any available updates.

  4. Restart both QuickBooks and Webgility Desktop to activate new features and updates.

Final Checks

  • Perform a test sync with a recent settlement report.

  • Review the updated data in QuickBooks reports to confirm accuracy.

  • Revisit your settings if any discrepancies appear and adjust as needed.