How to Fix Order Posting Failures Due to Duplicate Payment Entries via Webgility Desktop
This article helps Webgility Desktop users in resolving issues where orders fail to post with payments in QuickBooks Desktop due to duplicate entry errors and configuration problems. It provides step-by-step guidance to address cases where sales orders are created without associated payments and sync errors, cite duplicates, helping users correct configuration settings and ensure successful transaction posting.
Overview
This article provides step-by-step guidance to resolve issues when a sales order fails to post with payment due to duplicate entry errors and QuickBooks Desktop configuration problems.
Problem Description
When attempting to post a sales order to QuickBooks Desktop, the following can occur:
- The sales order is created without an associated payment.
- Sync or posting errors reference duplicate entries in QuickBooks.
- Configuration issues prevent successful transaction posting.
Prerequisites
- Access to the QuickBooks Desktop instance.
- Admin/root privileges for both the order system and QuickBooks Desktop.
- Recent system backups (recommend creating prior to troubleshooting).
Troubleshooting Steps
1. Identify the Error
- Review logs or error messages for details regarding duplicates or configuration issues.
- Confirm whether payment is missing or the transaction failed entirely.
2. Check QuickBooks Desktop for Duplicate Entries
- Open QuickBooks Desktop and navigate to the relevant list (e.g., Customers, Items, Accounts).
- Search for entries matching the sales order details, specifically looking for duplicates (same name, code, or identifier).
- Document and compare entries—focus on any recently added or imported records.
3. Resolve Duplicate Entries
- For strict duplicates, delete/remove the extraneous record as appropriate.
- For necessary, non-identical duplicates, rename or merge as required to prevent conflicts.
- Use Edit > Merge in QuickBooks, or manually adjust identifiers (e.g., add a suffix).
4. Correct Configuration Issues
- Verify that all required fields and mappings between Webgility and QuickBooks Desktop are correctly configured.
- In the order posting settings, ensure:
- The correct payment methods are mapped.
- Item and account mappings match QuickBooks.
- User permissions include posting rights.
- Update Webgility and QuickBooks Desktop to the latest supported versions.
5. Re-Post the Sales Order
- In Webgility, open the affected sales order.
- Edit if changes are needed, then Save.
- Re-post to QuickBooks.
- Check for successful posting and payment creation.
6. Confirm Success
- Validate in QuickBooks Desktop that the sales order and payment are present and correctly recorded.
- Check for error messages or confirmation notifications.