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How to Fix “Unknown” or “Missing Payment Method” Errors on order postings in Webgility Desktop

This article helps Webgility Desktop users who encounter “unknown” or “missing payment method” errors when posting orders from Webgility Desktop to QuickBooks Desktop. It explains that these errors typically occur due to missing or incorrect payment method mappings and provides guidance on how to correctly map payment methods to ensure successful order posting.

Root Cause

This issue occurs when the payment type from your storefront (e.g., Shopify, Amazon) doesn’t have a mapped counterpart in QuickBooks Desktop. Without this mapping, QuickBooks Desktop can't classify the payment, leading to a sync error.


Steps to Resolve the Issue

Step 1: Identify Orders Affected by the Error

  1. In Webgility Desktop, go to Dashboard > 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 Desktop

  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 Desktop dropdown, select PayPal or your preferred QuickBooks Desktop payment method.
  4. If QuickBooks Desktop doesn’t have “unknown” as a payment method:
    • Open QuickBooks Desktop.
    • Create a payment method named ‘unknown’ (or something matching Shopify's label).
    • Return to Webgility Desktop and click “Get Latest Data & Settings” to refresh data.

Step 3: Save Changes and Re-Test

  1. Click Save and Close in the mapping window.
  2. Back in Sync 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 Desktop without errors.

Step 4: Monitor Future Orders

  • Going forward, Webgility Desktop 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.