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How to Fix Orders Stuck During Posting Due to Unmapped Products in Webgility Desktop

This article helps Webgility Desktop users resolve issues when orders get stuck during posting due to unmapped or mismatched products data. It explains how to use the mapping prompts during posting to fix problems in real-time and successfully complete the sync. The guide also highlights the importance of keeping QuickBooks Desktop data aligned with the sales channel to prevent future errors.

Overview

Sometimes, an order may get stuck during the posting process to QuickBooks Desktop—commonly due to missing or unmapped data fields. This typically occurs when customer details, products, or accounts from your sales channel do not match any records in QuickBooks Desktop.

This guide walks you through how to identify a stuck order and map the required fields manually during posting, allowing the order to post successfully.

How to Identify a Stuck Order in QuickBooks Desktop

Common Symptoms:

  • The order status remains at “Posting” for an extended time

  • No confirmation appears in QuickBooks Desktop after posting

  • You receive mapping errors or warnings during the posting attempt

Root Cause

Orders usually become stuck when required data fields are missing or mismatched between Webgility (or your order management system) and QuickBooks Desktop. This could include:

  • Unmapped customers

  • Missing or incorrect products

  • Undefined accounts or tax codes

Step-by-Step: Mapping Orders During Posting

1. Access the Order Posting Module

Open Webgility Desktop and go to the Scheduled Tab.

2. Locate the Stuck Order

  • Filter the order list for those with posting errors or stalled status

  • Select the order that’s stuck

  1. Initiate Manual Posting
  • Click Post to QuickBooks Desktop or the equivalent action

  • If mapping issues exist, you’ll be prompted to resolve them

  1. Map Unmatched Fields

When prompted:

  • For each unmapped field (e.g., customer, product, or account), use the dropdown menu or search feature

  • Select the correct record from QuickBooks Desktop that matches the data in the order

  • Confirm all required fields are properly mapped

  1. Proceed With Posting
  • After mapping all required fields, resume the posting process

  • Ensure there are no further prompts or errors

  1. Confirm Successful Posting
  • Verify in both Webgility and QuickBooks Desktop that the order was posted

The order status should now show as "Posted"