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

This article helps Webgility Desktop users in troubleshoot and resolve posting failures caused by an “unknown payment method” when syncing payouts to accounting systems such as QuickBooks Desktop. It explains how to identify payment methods that are missing or incorrectly mapped and provides steps to correct these issues, ensuring accurate posting of payout records.

Overview

If a payout fails to post in Webgility Desktop, it’s often because the payment method linked to that payout hasn’t been recognized by your connected accounting system. To post payouts successfully, every payment method referenced in the transaction must exist and be properly configured in the accounting platform.

Symptoms

You might experience this issue if you see:

  • A failure to post a payout

  • An error message referencing an “unknown payment method”

  • A transaction that remains unposted or in error state

Root Cause

Webgility Desktop requires all payment methods involved in a payout to be defined in your accounting system. If a referenced method is missing or incorrectly mapped, the system won’t be able to complete the posting.

Step-by-Step Resolution

Step 1: Review the Error

  • Open Webgility Desktop.

  • Navigate to the Payout Posting screen.

  • Look for any payout entries showing an error message about an "unknown payment method."

Step 2: Check Payment Method Mapping

  • Go to Sync Settings > Accounting > Payment Methods Mapping.

  • Review the list for any payment methods labeled as "Unknown" or left unmapped.

Step 3: Map the Payment Method

  • Add the unknown payment method if it’s missing.

  • Select the correct payment method from your accounting system (examples: Shopify Payments, Bank Deposit, etc.).

  • Save your changes.

Step 4: Retry the Payout

  • Return to the Payout Posting screen.

  • Repost the failed payouts from Shopify.

  • The sync should now complete successfully using the correct payment method.

After You’re Done

  • Double-check that all payouts are posting without errors.

  • Moving forward, make sure to map any new payment methods as soon as they appear in Shopify. This proactive step helps you avoid future posting errors.