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How to Fix Permission Errors When Posting Orders from Webgility Desktop to QuickBooks Desktop

This article helps Webgility Desktop users troubleshoot permission-related errors encountered when posting orders from Webgility Desktop to QuickBooks Desktop. It explains that these errors often result from account access settings in QuickBooks Desktop and provides step-by-step guidance to review, correct, and confirm configurations for seamless order posting.

Causes of Issues

  • The user is not logged in with admin-level permissions in Webgility Desktop or QuickBooks Desktop.

  • Permissions were recently changed but not refreshed or synced.

  • Order or product data is outdated or incomplete due to sync issues.

Step-by-Step Instructions

1. Verify User Permissions

  • Ensure the user is logged into Webgility Desktop using an admin account.

  • If not, please log out and log in again with the appropriate credentials.

  • Navigate to the top-right corner of the Webgility screen, click on the circular icon with your initial, then select "Manage Users" from the dropdown menu. Review and confirm the roles and permissions assigned to your user account.


2. Run Manual Data Synchronization

  • Navigate to Connections > Accounting/POS/ERP > Sync Settings.

  • Click on the Manual Sync option to update the latest data.

  • Wait for the success message confirming the sync is complete.

3. Re-Download the Product Data

  • Steps to Download the Latest Sales Channel Data & Products

  1. Go to Connections > Sales Channel > Advanced Settings.

  2. Under Application tab, click Clear for Last download date for Store Item, then Save and Close.

  3. Navigate to Connections > Get Latest Data & Settings.

  4. In the popup, click Download Data under Download online store settings.

  5. To refresh products, go to Products > All Products under your Sales Channel, then click the refresh icon.

  • Steps to Download the Latest Accounting Data & Products

  1. Go to Connections > Sales Channel > Advanced Settings.

  2. Clear Last download date for both QuickBooks Items and QuickBooks Customers, then Save and Close.

  3. Navigate to Connections > Get Latest Data & Settings.

  4. Click the dropdown next to Download Data, choose Re-Download All Data.

  5. To download only items, go to Products > All Products (QuickBooks) and click Download Products from Scratch.


4. Attempt Order Posting Again

  • Retry posting the affected order from the Orders > New Orders tab.

  • Verify that the order posts without errors and appears in QuickBooks.

Notes:

  • Please ensure QuickBooks is open in admin mode and the correct company file is selected when performing these steps.

Best Practices

  • Always confirm the user's permission level before troubleshooting order posting failures.

  • After changing user roles or permissions, manually run a sync to apply updates.

  • Periodically verify that your integration with the sales channel and QuickBooks remains active and updated.