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How to Fix Payout Posting Errors in QuickBooks Desktop Caused by Avalara Sales Tax Recalculations

This article helps Webgility Desktop users in resolving payout posting errors in QuickBooks Desktop that occur when orders have had sales tax recalculated through Avalara. These errors often cause missing or failed payout postings due to incomplete payment records or inconsistent sales tax details. The article provides guidance to identify and fix these issues, ensuring accurate financial reporting and successful payout synchronization.

Overview

Users may encounter payout posting errors in QuickBooks when orders have had sales tax recalculated via Avalara. This can result in missing or failed payout postings, especially if payment records are incomplete or sales tax details are inconsistent.

Common Symptoms

  • Payouts fail to post in QuickBooks for affected orders
  • Errors or mismatches in the sales tax amounts
  • Orders show as unpaid or have no payment record in the ledger

Root Cause Analysis

This issue typically occurs when:

  • Sales tax is recalculated after initial order import (using Avalara integration)
  • Payment records for affected orders were not properly created, leaving orders in a 'pending' state

Resolution Steps

Follow these steps to resolve and repost affected payouts:

1. Confirm Payment Record Presence

  • Open QuickBooks.
  • Locate each affected order by order number (ensure to redact or use placeholder order references in documentation).
  • In the order transaction log, confirm that a payment entry exists for each order.

If payment is missing:

  • Manually create a payment record, matching the total paid (including recalculated sales tax).

2. Verify and Adjust Sales Tax Details

  • Navigate to the order details in QuickBooks.
  • Compare the sales tax amount to Avalara-calculated values.
  • If discrepancies are present, update the sales tax line item to match the correct Avalara calculation.

3. Repost the Payout

  • Open the Payouts section in QuickBooks.
  • Select the failed or pending payout.
  • Click Edit or Repost and verify the included order list now reflects accurate payment and tax data.
  • Re-attempt payout posting.

4. Confirm Successful Posting

  • Verify the payout appears in the QuickBooks account register.
  • Ensure affected orders move to a fully paid and closed status in the system.

Additional Notes

  • Document any manual changes for audit purposes.
  • If multiple orders are affected, repeat the steps for each one.