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How to Move Your Webgility Desktop Database, Connect to QuickBooks, and Use the Scheduler for Automation

This article helps Webgility Desktop users transfer their data to a new computer, connect to QuickBooks Enterprise 22, and set up the Scheduler for automated tasks. It is essential for system upgrades, recovery after failure, switching machines, and streamlining daily e-commerce operations.

Moving your Webgility Desktop database involves creating a backup of your existing data, installing Webgility Desktop and SQL Server on your new computer, and then restoring your data.

Overview

After migrating your data, you'll need to reconnect Webgility Desktop to your sales channels and accounting software.

Step 1: Create a Database Backup from Your Old Computer

To ensure your data is safely transferred, you'll first need to create a backup of your Webgility Desktop database from your existing computer.

Step 2: Install the Webgility Desktop App on Your New Computer

Next, you'll install the Webgility Desktop application on your new computer.

Step 3: Install the SQL Server on Your New Computer

Webgility Desktop requires SQL Server to store its database. You have two options for installation: through the Webgility Desktop application or manually.

  • Install SQL Server through the Webgility Desktop application (Recommended):

    • Once you launch the Webgility Desktop app on your new computer, you'll be prompted with an option to install SQL Server through the application.
    • Please select “This is a new computer, install SQL server and create Webgility database” and then click Continue.

  • Manual Installation:

    • If you need to install SQL Server manually (for example, if the automatic installation fails), please refer to the following help article for detailed instructions: SQL Server Installation Guide. This article provides step-by-step guidance to assist you through the manual installation process.

Step 4: Restore Your Webgility Database

Once SQL Server is installed and a new database is successfully created on your new computer, you will need to restore your Webgility Desktop database from the backup you created in Step 1.

  • First, copy the database backup file (.bak file) from your old computer and paste it into the Webgility folder (usually C:\Webgility) on your new computer.
  • Then, open Webgility Desktop on your new computer and follow the steps in our guide: How to Restore a Webgility Database Backup to select this file and restore your database.
  • After successfully restoring the database, log in to Webgility Desktop and open the dashboard. You can then test your store connections and accounting connection before proceeding with downloading and posting orders.

Part 2: How to Connect Webgility Desktop with QuickBooks Enterprise 22

Once your Webgility Desktop database is successfully moved and restored on your new computer, you'll need to reconnect it to your QuickBooks company file.

In QuickBooks:

To get started, you will need to activate your Webgility account from within QuickBooks Enterprise 22. Learn how in our guide: How to Activate Webgility Desktop from QuickBooks.

In Webgility Desktop:

  1. Once your Webgility account is activated, connect Webgility Desktop to your Sales Channel (if you haven't already).
  2. Navigate to Connections > Accounting/POS/ERP > Edit Connection.
  3. Select the correct version of QuickBooks from the drop-down menu (e.g., QuickBooks Enterprise 22).
  4. Launch the QuickBooks company file you want to connect to Webgility Desktop.
  5. Log into QuickBooks as the admin user and switch it to single-user mode. The admin login is required for connection purposes only. Once the connection is made and data download is complete, you can switch back to any other user or switch to multi-user mode.
  6. Press the F2 or Control + 1 key to bring up the Product Information window on the screen within QuickBooks.
  7. Copy the company file location from the Product Information window, then close it.
  8. Paste the copied file path into the Company file location field in the Webgility Desktop connection window. Then click Connect to QuickBooks.
  9. This will open an Application Certificate in QuickBooks, asking you to grant access to the Webgility Desktop application. Grant permission by selecting the appropriate option (e.g., "Yes, always; allow access even if QuickBooks is not running").
  10. Once this permission is granted, click Continue in Webgility Desktop to process.
  11. You will be redirected to the Order Processing Settings. Configure the basic settings as needed, then click Continue.
  12. Select Configure my posting settings for detailed configuration, and set rules for posting your orders to QuickBooks. Then click Go to Settings.

Part 3: Overview of the Scheduler in Webgility Desktop

The Webgility Desktop Scheduler is a powerful automation tool designed to streamline your e-commerce operations. It works independently from the main Webgility Desktop application, allowing for seamless order and inventory syncing on a regular basis.

By leveraging the Scheduler's features, you can enhance efficiency in managing your online sales channels. In this section, you'll gain insights into how to effectively configure Webgility Desktop automation using the Scheduler and explore its different aspects.

Accessing the Scheduler

To launch the Scheduler from within the Webgility Desktop application:

  1. Log in to the Webgility Desktop application.

  2. Once logged in, you'll find the Scheduler Indicator button (a clock icon) located in the upper right corner, next to the sales channel selection drop-down.

    Clicking on this icon will open a new window and provide two options to choose from:

    • Start Scheduler
    • Review Settings

Start Scheduler

If you select Start Scheduler and click OK, the Scheduler will begin running according to your existing configured settings. If this is the first time you are turning on the Scheduler, it will prompt you to configure the settings.

Review Settings

If you have already configured the Scheduler before, you can directly click on the Start Scheduler option. Otherwise, choose the Review Settings option to configure it.

The clock icon will turn amber as soon as you select the Review Settings option, indicating the Scheduler is on standby. After you start the Scheduler, the icon will turn green, indicating that it is running.

Scheduler Icon Status:

  • Scheduler Off: (Imagine a grey clock icon)

  • Scheduler On (Standby): (Imagine an amber clock icon)

  • Scheduler Running: (Imagine a green clock icon)

  • Note: When you start the Scheduler, it will ask you to configure the settings if it's your first time or if settings need to be reviewed.

Scheduler Configuration Window

Similar to the Webgility Desktop application, the Scheduler configuration window has a section for selecting a specific sales channel and configuring each in its own specific manner.

This section is further divided into four segments:

  1. Get Latest from Store: This enables automation to download the latest orders from your sales channels. This also allows you to adjust the timing intervals for downloading orders, items, and other accounting configuration data from your sales channel.
  2. Post Updates to QuickBooks and Store: This set of configurations helps you enable automation for posting orders to your accounting system, retrieving tracking IDs from the accounting system, and sending tracking information back to the sales channel.
    • Note: This feature will only work if QuickBooks Shipping Manager is configured in Webgility Desktop. Here is the article on how to configure QuickBooks Shipping Manager.
    • For the Amazon Marketplace, these configuration settings also include the option to enable automation to download and post Settlement Reports for expenses and fees.
    • There is also an option to enable automation to download accounting system updates such as customers, items, and other data at regular intervals.
  3. Products and Inventory: This set of configurations allows you to enable automation for product price and/or quantity synchronization between your accounting system and your online sales channel.
  4. Backup your Data: Enable automatic backups of your Webgility Database.
    • Note: If Webgility Desktop is used on multiple computers, the backup will only be created on the server computer, regardless of which system the backup process is initiated from. Please ensure that a backup folder is created and selected to allow for overwriting of old backups.

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  • Settings: You can control pop-up notifications for Scheduler processes here—you might consider hiding them if you receive frequent alerts. For Scheduler activity, you can review the logs at C:\Webgility\UnifyEnterprise\SchedulerLog. Additionally, you can customize app behavior, including startup launch and email reports for Scheduler data.

After it is fully configured, you can click Start Scheduler.

Scheduled Queue

The Scheduler includes a feature called the "Scheduled View," which serves as a temporary holding area. Orders will be downloaded from your sales channel to this queue automatically and will be posted automatically. Here is a detailed article about Scheduled View.

  • Note: When consolidated posting is enabled, there is no Scheduled view. Orders will remain in the "New Orders" tab and will be posted from there.

Accessing the Scheduler from the Windows System Tray

When the Scheduler icon in the Webgility Desktop application is amber or green, it means the Scheduler is running and can also be accessed from the Windows system tray.

  • You can use the system tray to perform scheduled tasks in the background.

How to Start or Stop the Scheduler

There may be situations where you need to stop the automation (Scheduler), such as when updating the Webgility Desktop application or making changes to the configuration. Conversely, if the automation is ready (indicated by an amber color icon) but not running, you may want to start it. Here's how you can accomplish that:

  1. Click on the Windows System Tray Icon (usually in the bottom-right corner of your screen, you might need to click the up arrow to show hidden icons).
  2. You will find the Scheduler Icon (the clock). Right-click on this icon.
  3. To enable automation, click on Start on the pop-up menu.
  4. You can stop the automation by clicking on Stop.
  5. Once the automation is stopped, you may quit it by clicking on Exit.
  6. Today’s Logs will let you view the scheduler log for the current day.

Things to Remember:

  • The Scheduler will run even if Webgility Desktop is closed.
  • Start the Scheduler by clicking Start in the Scheduler dialog box after launching the application.