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How to Fix the “Refund Line Item Not Found” Error in Webgility Desktop: When Posting Amazon Settlement Reports

This article helps Webgility Desktop users resolve the error “Refund line item not found in QuickBooks Desktop” that can occur when posting Amazon settlement reports from Webgility Desktop. It explains how to identify missing or incorrectly mapped refund line items in QuickBooks Desktop and provides step-by-step instructions to create or correct these items to ensure successful Amazon settlement posting.

Error

"Refund line item not found in QuickBooks Desktop."
 This occurs when your settlement report includes a refund but Webgility Desktop can’t find the corresponding refund item in QuickBooks Desktop.

Root Cause

The refund item listed in your settlement mapping is either:

  • Not created in QuickBooks Desktop

  • Misspelled

  • Incorrectly mapped in your integration settings

How to Resolve the Issue

1. Identify Missing or Incorrect Refund Line Item

  • In QuickBooks Desktop, go to:
    Lists > Item List

  • Search for the refund line item name referenced in your Webgility Desktop settlement report settings

  • If the item does not exist or is named incorrectly, take note of the correct name you want to use

  1. Create the Refund Line Item (If It Doesn’t Exist)
  1. In QuickBooks Desktop, open the Item List

  2. Click Item > New

  3. Choose the type:

    • Typically, "Other Charge" for refund items

  4. Give it a descriptive name (e.g., Item Refund)

  5. Assign it to a suitable account:

    • Usually a refund, adjustments, or contra-revenue account

  6. Click Save

  1. Map the Refund Line Item in Webgility Desktop
  1. Open Webgility Desktop

  2. Go to:
    Connections > Accounting/POS/ERP

  3. Locate the Settlement Report configuration under Sync settings

  4. In the Refund Line Item section, select the refund item you just created or corrected in QuickBooks Desktop

  5. Click Save

  1. Retry the Settlement Report Posting
  • Go back to your settlement reports

  • Re-run the posting process

  • Confirm that the error no longer appears and the settlement is successfully posted