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How to Fix Missing Item Errors When Posting Amazon Settlements to QuickBooks

This article addresses issues where an Amazon Settlement Report fails to post from Webgility Desktop to QuickBooks Desktop Enterprise, specifically when encountering an "Error while posting orders" message. This problem typically stems from a missing item in QuickBooks Desktop, which is often visible under the "Error on orders due to missing items" notification within Webgility Desktop. This guide outlines the necessary steps to resolve this error and ensure the successful posting of the settlement report.

If an Amazon Settlement Report fails to post from Webgility to QuickBooks, due to error in "Error while posting orders" the issue can be often due to a missing item in QuickBooks. You be able to see it under Error on orders due to missing items. This guide walks through the steps needed to resolve the error and successfully sync the report

Symptom

  • Settlement report fails to post from Webgility to QuickBooks.

  • Error message indicates a missing item (e.g., product SKU or name not found).

Root Cause

The product referenced in the settlement report or order does not exist in the QuickBooks item list, which causes the posting to fail.

How to Fix It

Step 1: Identify the Missing Item

  1. In Webgility, attempt to post the settlement report.

  2. Review the error message to find the name or SKU of the missing item.

  3. Make a note of the exact item identifier mentioned.

Step 2: Create the Missing Item in QuickBooks

  1. Open QuickBooks and log in as an administrator.

  2. Go to Lists > Item List.

  3. Click Item > New.

  4. Enter all necessary details, including:

    • Item name or SKU (must match the one from Webgility)

    • Item type (Inventory, Non-inventory, etc.)

    • Account mappings (Income Account, COGS Account, etc.)

  5. Click Save to add the item.

Step 3: Clear Cached Download Dates in Webgility

To ensure the most current data is pulled from QuickBooks:

  1. In Webgility, go to Connections > Sales Channels.

  2. Click Advanced Settings.

  3. Clear the following fields:

    • Last Download Date for QuickBooks Items

    • Last Download Date for QuickBooks Customers

  4. Click Save and Close.

Step 4: Re-Download All Data from QuickBooks

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

  2. Click the dropdown next to Download Data.

  3. Select Re-Download All Data.

  4. This refreshes your item and customer data from QuickBooks into Webgility.

Step 5: Retry Posting the Settlement Report

  1. In Webgility, go to Orders > Amazon > Settlement Reports.

  2. Locate the previously failed report.

  3. Click to repost the report to QuickBooks.

  4. Confirm that it posts successfully without item errors.