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How to Fix the “Invalid Reference to QuickBooks Payment Method ‘unknown’” Error in Webgility Desktop

This article helps Webgility Desktop users resolve the error, "There is an invalid reference to the QuickBooks payment method 'unknown'," which can occur when posting Shopify orders to QuickBooks Desktop. This issue usually happens because a payment method often PayPal is not properly mapped, causing QuickBooks Desktop to reject the order. The guide provides step-by-step instructions to correctly map payment methods between Shopify and QuickBooks Desktop using Webgility Desktop.

Step 1: Identify Orders Affected by the Error

  1. In Webgility Desktop, go to Orders > Error tab or check the Scheduler logs.

  2. Look for errors similar to:

    “There is an invalid reference to the QuickBooks payment method ‘unknown’ in the Receive Payment.”

  3. Cross-check the order in your Shopify store to confirm it was paid via PayPal or another payment method not mapped correctly.

🔄 Step 2: Map the 'Unknown' Payment Method in Webgility

  1. In Webgility Desktop, go to:
    Connections > Accounting / POS / ERP > Sync Settings

  2. Under Orders, click on Configure Mappings > Map Payment Method.

  3. In the setup window:

    • Add a new entry for ‘unknown’ if it doesn't exist.

    • From the QuickBooks dropdown, select PayPal or your preferred QuickBooks payment method.

  4. If QuickBooks doesn’t have “unknown” as a payment method:

    • Open QuickBooks.

    • Create a payment method named ‘unknown’ (or something matching Shopify's label).

    • Return to Webgility and click “Download Accounts” to refresh data.

💾 Step 3: Save Changes and Re-Test

  1. Click Save and Close in the mapping window.

  2. Back in Posting Settings, click Save & Continue, then close the window.

  3. Re-post one of the failed orders from the New Orders or Error tab.

  4. Confirm the order successfully posts to QuickBooks without errors.

📈 Step 4: Monitor Future Orders

  • Going forward, Webgility will use the saved mapping to handle similar transactions automatically.

  • Keep an eye on any new PayPal or alternative payment method orders to ensure the fix holds.