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How to Fix Payout Posting Errors Caused by New Payment Methods in Webgility Desktop

This guide helps Webgility Desktop users resolve payout posting errors occurs in Webgility Desktop when new payment methods, like Shop Cash, are introduced but not properly configured or mapped in Webgility Desktop or QuickBooks Desktop.

Symptom

  • Payouts fail to post in QuickBooks via Webgility.

  • Payment transactions using Shop Cash are missing or cause errors.

  • Logs may indicate an unrecognized or unmapped payment method.

Root Cause

The Shop Cash payment method was not:

  • Created in QuickBooks

  • Mapped correctly in Webgility’s accounting integration settings

As a result, Webgility cannot properly allocate these payments during payout posting.

Step-by-Step Resolution

Step 1: Create ‘Shop Cash’ Payment Method in QuickBooks

  • Open QuickBooks Desktop

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

  • Click New

  • Enter Shop Cash as the payment name

  • Click OK to save

Step 2: Update Payment Mapping in Webgility

  • Open Webgility Desktop

  • Navigate to:
    Integrations > Accounting/POS Settings > Payment Mappings

  • In the sales channel section (e.g., Shopify), locate the Shop Cash method

  • If it doesn’t exist, click Add New Mapping

  • Map Shop Cash (from the sales channel) to the Shop Cash method created in QuickBooks

  • Click Save Changes

Step 3: Retry Payout Posting

  • Return to:
    Accounting > Payouts

  • Select the payout batch that previously failed

  • Click Post to QuickBooks

  • Confirm that the payout is successfully created with no errors

Step 4: Communicate with the Customer

  • Document actions taken in the support case/ticket

  • Inform the customer that Shop Cash is now correctly configured

  • Recommend that the customer notify support if they add new payment methods in the future

  • Optionally, provide a knowledge base link or PDF for updating payment mappings

Best Practices

  • Review and update payment mappings after any new sales channel payment types are introduced

  • Encourage customers to maintain alignment between their online store, Webgility, and QuickBooks payment settings

  • Use Help > Check for Updates in Webgility to ensure the latest version is being used for compatibility