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How to Fix SKU Mapping Errors When Posting ShipStation Orders to QuickBooks Desktop via Webgility Desktop

This article helps Webgility Desktop users resolve SKU mapping errors that occur when posting ShipStation orders into QuickBooks Desktop via Webgility Desktop. Since Webgility Desktop pulls only order-level data not product catalog data from ShipStation, accurate SKU mapping is essential for seamless data flow. The guide provides step-by-step instructions to identify the root cause of the errors, correct the mappings, and reprocess affected orders.

Causes of SKU Mapping Errors

  • ShipStation only sends order data (not full product catalogs)

  • Imported orders contain SKUs that are not mapped or recognized in Webgility

  • Manual data entry errors or outdated SKU references in the order system

Step-by-Step Instructions

1. Identify the Source of the Error

  • Open Webgility Desktop > Orders > Order History

  • Review order import logs or error messages

  • Confirm whether the error is related to unmapped or incorrect SKUs

2. Understand ShipStation’s Integration Behavior

  • ShipStation sends only order data, not the full product catalog

  • Webgility expects SKUs in orders to already exist and be mapped within its product records

3. Correct the SKU Mapping

  • Go to Products tab > Missing in QuickBooks in Webgility Desktop

  • Identify missing SKU

  • To identify incorrect SKUs, go to All Products under your custom sales channel and apply filters to review the mapped products.

  • Update the SKU mapping to match what is sent by ShipStation

  • Save the changes

Tip: You can also update SKUs directly in your source order system before syncing

4. Re-import the Affected Orders Using a Custom Range

  • Navigate to Orders > Get New Orders

  • Choose Custom Range and specify the affected order date range or order number

  • Re-download only the impacted orders to avoid duplication

5. Verify the Order Imports

  • Confirm the previously failed orders now import successfully

  • Go to Orders > Order History and check the status of each

Troubleshooting Tips

  • If SKUs still don’t match, re-check your product mappings in Webgility

  • Ensure there are no trailing spaces, special characters, or case mismatches in SKU values

Notes

  • Always ensure products in your Webgility Desktop product catalog are correctly mapped to the SKUs being used in your sales channel