How to Map Payment Methods and Configure Consolidated Posting settings in Webgility Desktop

Step-by-Step Instructions

Step 1: Open Webgility Dashboard

Launch your Webgility Desktop application and log into your dashboard to begin configuration.

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Mapping Payment Methods

Step 2: Access Payment Method Mapping Settings

1. Navigate to Connections > Accounting/POS/ERP > Sync Settings.

2. Under the Orders section, click Setup next to Map payment methods under the Configure Mappings option.

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Step 3: Map Online Payment Methods to QuickBooks

Within the Map Payment Methods window, you can:

• Add a New Payment Method:

  • Enter the method name used in your online store (e.g., Shopify:Visa).

  • Click Add New Method.

• Set a Default Payment Method:

  • Choose a default method to use in QuickBooks if no direct match is found.

• Map Methods:

  • From the dropdown next to each online method, select the corresponding QuickBooks payment method.

  • Click Save, then Save and Continue.

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Step 4: Enable Card Type Mapping (Optional)

To track and post card types (Visa, Mastercard, etc.) separately:

1. Go to Connections > Sales Channel > Advanced Settings.

2. Navigate to the Additional Settings tab.

3. Check Use card type with Payment method mapping.

4. Click Save and Close.

Format for Card Type Mapping:
Use the format [Gateway]:[Card Type], such as:

• Shopify:Visa

• PayPal:Mastercard

• Stripe:AmericanExpress

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Step 5: Set Posting Rules Based on Payment Method

1. Navigate to Connections > Accounting/POS/ERP > Sync Settings.

2. Go to Orders > Posting Rules.

3. Check Post orders differently based on payment method.

4. Select your mapped payment method from the dropdown.

5. Configure options like transaction type, posting method, etc.

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Configuring Consolidated Posting

Step 6: Set Up Consolidated Posting

1. Go to Connections > Accounting / POS / ERP > Sync Settings.

2. Navigate to Orders > Posting Rules > Post Orders in Groups.

3. Choose a Group By option:

   • Daily (Recommended)

   • Weekly

   • Monthly

   • Manually

4. Set the Grouping Start Date to define when consolidation begins.

Note: Enabling scheduler is required for Daily/Weekly/Monthly posting.

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Step 7: Recommended Consolidation Settings

• Use Daily grouping to minimize order clutter in QuickBooks.

• Select Use this customer for all orders to avoid conflicts when grouping orders from multiple customers.

• Enable Record sales tax calculated from the online store as a line item in QuickBooks.

Important Limitations:

• Some optional settings like packing slip printing and customer/job creation are unavailable during group posting.

• “Override customer matching” and “Create new customer” options are disabled for grouped orders.

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Step 8: Set Consolidation Buffer (Optional)

To include late-downloaded orders in batching:

1. Navigate to Connections > Sales Channel > Advanced Settings > Other.

2. Set the Buffer Days to allow Webgility to include older orders in batch posting.

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Step 9: Post Consolidated Orders

• For Manual grouping:

  • Go to the Orders tab.

  • Select multiple orders.

  • Click Post to QuickBooks and confirm.

  • Use Remember this action to skip confirmation next time.

• For Scheduled grouping:

  • Ensure the Webgility Scheduler is enabled.

  • The system will automatically post consolidated orders.

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Notes

• Always verify mapping by posting a test order and checking QuickBooks.

• If a payment method doesn’t appear, re-download QuickBooks data from Connections > Get Latest Data & Settings.

• Consolidated posting helps reduce database size and simplifies reconciliation but limits some item-level settings.