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How to Fix Sync Issues in Webgility Desktop: Removed Items and Shopify Refund Payout Errors

This article provides a step-by-step guide to resolve posting issues in Webgility Desktop caused by inactive or unmatched items in QuickBooks Desktop. It walks users through unposting incorrect orders, refreshing QuickBooks item data, and correctly reposting orders and Shopify payouts. It also highlights the importance of keeping Webgility Desktop updated to avoid future syncing issues.

Step-by-Step Resolution

1. Unpost Incorrect Orders from QuickBooks Desktop

To remove incorrect or outdated transactions:

  1. Open Webgility Desktop

  2. Go to the Posted Orders tab

  3. Select the orders that include inactive QuickBooks Desktop items

  4. Right-click on one of the selected orders and choose Undo Sync

The selected orders will now move to the New Orders tab, ready to be reposted.

2. Download QuickBooks Desktop Item Data from Scratch

This ensures Webgility Desktop refreshes the item list from QuickBooks Desktop, including any recent updates.

  1. In Webgility Desktop, go to:
    Connections > Sales Channels > Advanced Sales Channel Settings

  2. Clear the dates shown under “Last download date for QuickBooks items”

  3. Click Save

  4. Close the settings window and go to:
    Connections > Get Latest Data & Settings

  5. Under the QuickBooks section, click the small arrow next to Download Data and select Re-download All Data

3. Repost the Orders to QuickBooks Desktop

Now that your item list is updated, you can repost the corrected orders:

  1. Go to the New Orders tab in Webgility Desktop

  2. Select the orders you previously unposted

  3. Click on Post to QuickBooks

  4. After posting, open QuickBooks Desktop to verify the transactions were created correctly

4. Repost the Payouts to QuickBooks Desktop

      Now try posting the error Payouts to Quickbooks

Keep Webgility Desktop Updated

Using the latest version of Webgility Desktop helps reduce issues with order syncing and item mapping.

In Webgility Desktop, go to:
Help > Check for Updates > Update