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How to Fix Incorrect Default Customer Name in QuickBooks Desktop Posting Settings via Webgility Desktop

This article assists Webgility Desktop users in troubleshooting and resolving issues related to an incorrect default customer name set in the posting settings for QuickBooks Desktop. It offers a clear, step-by-step guide to help users identify the source of the problem, correct the default customer configuration, and verify that customer assignment logic functions correctly. Following this guidance ensures that all transactions are properly attributed to the correct customers within QuickBooks Desktop, preventing accounting discrepancies and improving data accuracy.

Overview

When Webgility Desktop posts orders to QuickBooks, it attempts to match the customer from the order to an existing customer in your QuickBooks company file. If no match is found based on your customer matching rules, Webgility Desktop will assign the order to a designated "fallback" or "default" customer. If this default customer is incorrect, your sales data in QuickBooks may not be accurately categorized.

Step-by-Step Resolution Process

Review and Edit the Default Customer Name in Posting Settings

Follow these steps to check and correct your default customer setting:

  1. In Webgility Desktop, go to: Connections > Accounting/POS/ERP > Sync Settings > Customers.

  2. Locate the Customer Matching section.

  3. Check the option: “If no match found, post to this customer”.

  4. If the wrong customer is listed here:

    • Click the Edit button next to the customer name field.

    • Select the correct fallback customer record from your QuickBooks customer list (e.g., you might have one named “Standard Customer,” “Web Orders,” or "Online Sales").

    •  Note: For better reporting clarity in QuickBooks, we recommend creating a clearly named fallback customer (e.g., "Online Orders – Unmatched" or "Webgility Default Customer") that is specifically used for orders where a customer match isn't found.

  5. Once you have selected the correct customer, click Save (or OK) to apply the changes.

  6. Now, try posting the order again in Webgility Desktop to verify that the transactions are correctly attributed to the appropriate customer in QuickBooks.