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How to Fix Payment Creation Failures in Webgility Desktop Due to Missing Payment Methods

This article helps Webgility Desktop users in resolving payment creation failures in Webgility Desktop that occur when a payment method used in an order does not exist in QuickBooks Desktop. This issue typically arises when new payment methods haven’t been synced between the systems. The guide assists support agents in identifying the missing method, adding it in QuickBooks Desktop, and syncing it through Webgility Desktop to ensure successful payment creation.

Overview

This article provides step-by-step guidance for support agents to resolve payment creation errors when posting orders from Webgility Desktop to QuickBooks Desktop (QBD). These issues typically arise when a required payment method is missing or not properly recognized. The resolution involves creating a new payment method in QBD, syncing it with Webgility (Warehouse Data or WD), and reattempting the order posting.

Common Symptom

  • Payment fails to create when posting an order to QuickBooks Desktop via Webgility

  • Error message referencing a missing or unsupported payment method

Step-by-Step Resolution

1. Create a New Payment Method in QuickBooks Desktop

  • Launch QuickBooks Desktop as an administrator.

  • Navigate to:
    Lists > Customer & Vendor Profile Lists > Payment Method List

  • Click New to create a new payment method.

  • Enter ‘Unknown’ or another appropriate label (ensure it does not conflict with existing entries).

  • Click Save to complete.

2. Sync Payment Method with Webgility Desktop

  • Open Webgility Desktop (Warehouse Data).

  • Initiate a data download to sync the latest settings from QuickBooks:
    Go to Settings > Connections > QuickBooks > Payment Methods > Download

  • Confirm that the new ‘Unknown’ payment method appears in the list.

  • Ensure the sync process completes without errors.

3. Repost the Affected Order

  • Locate the failed order in Webgility Desktop.

  • Re-attempt to post the order to QuickBooks.

  • When prompted to select a payment method, choose ‘Unknown’ (or the custom method created).

  • Complete the posting process and monitor for errors.

4. Verify Successful Payment Creation

  • Open the order in QuickBooks Desktop and confirm the payment has been recorded.

  • Ensure no remaining errors are displayed in Webgility’s Activity Log.

  • Validate that both the order and payment are posted correctly.

5. Document and Share for Future Reference

  • Provide the customer or internal team with a knowledge base link or summary of the solution.

  • Recommend agents document the resolution in the support case.

  • Mark the issue as resolved once payment creation is confirmed in both systems.