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How to Fix Payout Posting Issues in Webgility Desktop: Missing Payouts, Sync Failures, and Incorrect Balances

This article helps Webgility Desktop users address payout posting issues in Webgility Desktop, including missing payouts, sync failures, and incorrect balances. It guides users through identifying and resolving common causes such as order sync discrepancies, tax configuration errors, and payout mismatches between their Shopify and QuickBooks Desktop.

Causes of Payout Posting Issues

  • Sync errors between sales channels (e.g., Shopify, Amazon) and Webgility Desktop

  • Incomplete or failed order downloads from the sales channel

  • Incorrect or misconfigured tax settings in Webgility

  • Failed mapping between orders and payouts

  • Posting settings not aligned with the sales channel’s data format

Step-by-Step Instructions

2. Undo Sync Errors (If Any)

  • If the sync was partially completed, go to Orders > Posted Orders.

  • Select the order and click Unpost to clear the transaction from QuickBooks.

  • This will allow you to reprocess the order without conflict.

3. Redownload Orders

  • Navigate to Orders > Get Orders.

  • Use the Date Range or Order ID filter to locate and re-download affected transactions.

  • Ensure all related transactions are fully downloaded from your sales channel.

4. Check and Update Tax Settings

  • Go to Connections > Sales Channel > Settings > Sales Tax.

  • Verify that tax regions and calculation methods are correctly configured.

    • Example: For Shopify, ensure taxes are set to match store settings.

  • Make any necessary corrections and click Save.

5. Repost Corrected Orders

  • After correcting orders or tax settings, go back to the affected order.

  • Click Post to QuickBooks.

  • Confirm that payout, tax, and shipping details are now reflected correctly.

6. Confirm Payout Posting

  • Navigate to Dashboard > Orders > Shopify > Payouts.

  • Confirm that the previously affected payouts are now properly linked with the corresponding orders and reflected in QuickBooks.

Notes:

  • Ensure both Webgility Desktop and QuickBooks are up-to-date before troubleshooting.

  • Please make sure to regularly review your tax settings and order mappings in Webgility—especially after making any major updates to your sales channel. This helps ensure that orders, payouts, and taxes sync accurately with QuickBooks.

  • Maintaining accurate tax and shipping configurations helps prevent payout errors.