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How to Fix Order Posting Failures Caused by Incorrect Item Mapping in Webgility Desktop

This article helps Webgility Desktop users resolve issues when orders fail to post from Webgility Desktop to QuickBooks Desktop due to incorrect or outdated item mapping. It provides step-by-step instructions to re-download product data, correct item mappings, and successfully post orders.

Causes of Issues

  • Changes to product catalog or marketplace item structure

  • Expired or corrupted item mappings

  • Manual overrides or sync interruptions

  • Missing or mismatched SKUs during sync

Step-by-Step Instructions

1. Download Data Anew

  • Steps to Download the Latest Sales Channel Data & Products

  1. Go to Connections > Sales Channel > Advanced Settings.

  2. Under Application tab, click Clear for Last download date for Store Item, then Save and Close.

  3. Navigate to Connections > Get Latest Data & Settings.

  4. In the popup, click Download Data under Download online store settings.

  5. To refresh products, go to Products > All Products under your Sales Channel, then click the refresh icon.

  • Steps to Download the Latest Accounting Data & Products

  1. Go to Connections > Sales Channel > Advanced Settings.

  2. Clear Last download date for both QuickBooks Items and QuickBooks Customers, then Save and Close.

  3. Navigate to Connections > Get Latest Data & Settings.

  4. Click the dropdown next to Download Data, choose Re-Download All Data.

  5. To download only items, go to Products > All Products (QuickBooks) and click Download Products from Scratch.


2. Review and Correct Item Mapping

  • Go to the Products tab in Webgility Desktop.

  • Select Product Matching under the relevant sales channel.

  • Review item mappings carefully:

    • Fix mismatched SKUs.

    • Add any new items that were missing.

    • Remove outdated entries.

  • Save changes once your mappings are updated and aligned with the latest download.

3. Reattempt Order Posting

  • Navigate to the Orders tab and locate the failed orders.

  • Select one of the failed orders and click Post to QuickBooks.

  • Verify that the order posts successfully without any mapping errors.

  • Tip: Use a test order if necessary to validate the process before retrying multiple orders.

Notes

  • Product changes in the sales channel should always be followed by a data sync in Webgility Desktop.

  • All mapping activities should be documented to track changes over time.