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How to Fix "Transaction Number Already Exists" Error in Webgility Desktop

This article helps Webgility Desktop users resolve the "Transaction number already exists in QuickBooks" error when reposting orders through Webgility Desktop into QuickBooks Desktop. It explains that this error often occurs because a prior sync created the transaction in QuickBooks Desktop without proper acknowledgment and provides steps to locate and remove the conflicting transaction to enable successful reposting.

Overview

This issue typically occurs when a sync attempt fails midway, but still creates a record in QuickBooks Desktop. Since Webgility Desktop doesn’t recognize the record as successfully posted, it tries to repost it, causing a duplicate transaction number error.

You can resolve this by identifying and deleting the existing transaction from QuickBooks Desktop, then retrying the sync.

Error Message

"Transaction number already exists in QuickBooks Desktop"

When does this happen?
 You usually see this when trying to repost an order after a failed or interrupted synchronization.

Resolution Steps

1. Confirm the Error

  • Take note of the exact error message shown in Webgility Desktop.

  • Identify the order number or transaction number causing the issue.

  • Confirm you’re connected to the correct QuickBooks Desktop company file.

  • (Optional) Save a screenshot of the error for reference or support.

2. Locate the Existing Transaction in QuickBooks Desktop

  • Open QuickBooks Desktop and go to the relevant section (Invoices, Sales Receipts, etc.).

  • Use Find or Advanced Search to search by:

    • Transaction number

    • Order number

    • Customer name (if needed)

  • Once located, open the transaction.

3. Determine If Deletion Is Safe

  • Check if the transaction is incomplete, duplicated, or invalid.

  • If you’re unsure whether it’s safe to delete:

    • Create a backup of your QuickBooks Desktop company file first.

    • Coordinate with your accounting team before making changes.

4. Delete the Existing Transaction

  • In QuickBooks Desktop, with the transaction open:

    • Go to Edit > Delete (e.g., Delete Invoice, Delete Sales Receipt)

    • Confirm the deletion when prompted.

5. Clear Any Integration Errors

  • In Webgility Desktop, clear or mark the failed sync attempt as resolved

  • Refresh or restart Webgility Desktop to ensure the error state is cleared.

6. Repost the Order

  • From Webgility Desktop, retry posting the same order to QuickBooks Desktop.

  • The sync should now complete successfully without the duplicate error.