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How to Fix Missing or Duplicate Sales Receipt Numbers on order posting via Webgility Online

This article helps  Webgility Online users troubleshoot missing or duplicate sales receipt numbers when syncing transactions from sales channels to QuickBooks Online. It explains that these issues commonly result from sync failures, tax mapping misconfigurations, or QuickBooks  Online settings like custom transaction numbering, and provides step-by-step guidance to investigate and resolve them.

Symptoms

  • Sales receipts missing from QuickBooks Online

  • Duplicate or incorrect sales receipt numbers

  • Transactions not appearing after sync

  • Tax posting errors within QuickBooks Online

Step-by-Step Resolution

1. Investigate the Sync Status

  • Log in to Webgility Online Dashboard.

  • Go to Sales > Orders > History and review sync logs.

  • Identify any failed or skipped transactions.

2. Re-Sync Orders

  • From Orders > History, locate the impacted transactions.

  • Select the orders and choose Unpost to QuickBooks Online.

  • Confirm that orders are synced successfully.

3. Disable Custom Transaction Numbers in QBO

  • Open QuickBooks Online.

  • Navigate to Settings > Account and Settings > Sales > Sales Form Content.

  • Turn off the “Custom transaction numbers” option to allow QBO to generate sequential numbers automatically.

4. Fix Tax Posting Errors

  • In Webgility Online, go to Connections > Sync Settings > Sales Tax.

  • Verify and update tax code mappings between your sales channel and QBO.

  • Correct any issues in QBO if tax codes do not match.

  • Re-sync the corrected orders.

5. Confirm Resolution

  • In QuickBooks Online, verify:

    • All previously missing transactions are now posted

    • Sales receipt numbers are in correct sequence

    • Tax entries are accurate

  • In Webgility Online, check that sync logs show no remaining issues.

Preventive Recommendations

  • Avoid enabling custom transaction numbers in QBO when syncing from Webgility.

  • Regularly audit Webgility sync logs for failed or missing entries.

  • Maintain consistent tax mappings between your sales channel and QuickBooks Online.

Note:
This article applies to all sales channels connected through Webgility Online syncing to QuickBooks Online.