Skip to content
  • There are no suggestions because the search field is empty.

How to Fix Mismatched Product Quantities and Missing Orders in Webgility Desktop

This article helps Webgility Desktop users resolve issues with mismatched product quantities or missing orders under the New Order tab in Webgility Desktop. It focuses on troubleshooting sync and mapping problems that can occur when integrating QuickBooks Desktop with connected sales channels such as Shopify. The guide provides step-by-step instructions to identify and fix these common discrepancies.

Causes of the Issue

  • Product data between Webgility Desktop and QuickBooks is not synced.

  • Orders are stuck in an Archived state and haven’t been posted to QuickBooks.

  • Product status is incorrectly marked as In Order, preventing updates to availability.

  • New orders are not downloading due to mapping inconsistencies.

Step-by-Step Instructions

1. Verify Product and Order Status

  • Navigate to the Products tab.

  • Check if any product is incorrectly marked as In Order under Out of Sync tab.

  • Identify orders that are missing from the New Order tab.

2. Re-Download Products

  • Download Latest Online Sales Channel Data

  1. Clear Download Dates:
    Go to Integrations > Stores > Advanced Settings > Application tab, and click Clear for "Last download date for Store Item." Save and close.

  2. Refresh Settings:
    Navigate to Integrations > Get Latest Data & Settings.

  3. Download Data:
    In the popup, go to Download online store settings, then click Download Data to refresh from scratch.

  4. Refresh Product List:
    Go to Products > All Products, click the Refresh icon, and wait for the download to complete.

  • Download Latest Accounting Data from Scratch

  1. Clear Accounting Download Dates:
    Navigate to Connections > Sales Channels > Advanced Settings. Clear the "Last Download Date" for both QuickBooks items and QuickBooks Customers, then Save and Close.

  2. Re-Download All Data:
    Go to Connections > Get Latest Data & Settings, click the Download Data dropdown, and select Re-Download All Data.

  3. Download Items from Scratch:
    Open the Products tab, go to QuickBooks > All Products, then click the Download Products from Scratch icon.

3. Sync Out-of-Sync Products

  • Navigate to Products tab > Out of Sync tab.

  • Select products marked as out-of-sync.

  • Click Sync.

4. Check for Unposted Orders in the Archived Tab

  • Go to the Archived tab.

  • Look for any unposted orders related to the affected products.

Note: Unposted archived orders can lock products in the In Order status and block syncing.

5. Post the Archived Orders

  • Select all unposted orders in the Archived tab.

  • Click Post to QuickBooks to sync these transactions.

6. Verify Data Realignment

  • Return to the Products tab.

  • Check if the product status is now ready to sync.

Best Practices

  • Regularly post archived orders to avoid sync delays.

  • Review your product sync logs to catch out-of-sync issues early.

  • Keep Webgility Desktop and QuickBooks updated to their latest versions.