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How to Post Orders to the Correct Inventory Site from Webgility Desktop

This article helps Webgility Desktop users resolve issues where orders post correctly in QuickBooks Desktop Enterprise but inventory is not deducted from the correct inventory site. It provides a step-by-step guide for properly mapping inventory sites in Webgility Desktop, especially for users utilizing QuickBooks Desktop Enterprise's Advanced Inventory feature, to ensure accurate inventory deduction from the right locations.

Causes of the Issue

  • Incorrect or missing inventory site mapping in Webgility.

  • Default inventory site is used when no item-level mapping is provided.

  • Insufficient quantity in the mapped site causes entries to go into the "Unassigned" site.

Step-by-Step Instructions

There are two common configuration scenarios:

Case I: Using Item-Level Inventory Site Mapping

Use this approach if you want to assign a specific inventory site for each item.

1. Download the Latest QuickBooks Data in Webgility

To ensure Webgility has the latest accounting data from QuickBooks:

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

  2. Under the Application tab, click Clear next to Last download date for QuickBooks Item.

    • This clears the previous sync data.

  3. Click Save, then Close.

  4. Go to Connections > Get Latest Data & Settings.

  5. In the pop-up window, click Download Data under Download QuickBooks settings.

  6. Wait for the sync to complete and confirm no errors.

2. Map Items to Inventory Sites

  • Go to Connections > Accounting/POS/ERP > Sync Settings > Products > look for Do you have advanced inventory add-on?.

  • Enable the option to track inventory on multiple location:

    • From the dropdown, assign the correct Inventory Site and optionally the Bin Location.

    • Leave Bin Location blank if you don’t use it.

  • Click Save to finalize your changes.

Case II: Using a Default Inventory Site

Use this method when all product inventory should be deducted from a single site.

1. Set a Default Inventory Site

  • Navigate to the Connections > Accounting/POS/ERP > Sync Settings > Products > look for Do you have advanced inventory add-on?

  • Choose the desired inventory site as your Default Inventory Site.

This site will be used for all products unless otherwise mapped.

2. Understand Fallback Behavior

  • If quantity is unavailable in the Default Inventory Site, Webgility will:

    • Record a negative entry under Unassigned inventory site.

  • If you have multiple inventory sites mapped, ensure each site has up-to-date inventory levels.

Notes

  • Webgility checks item-level mappings first. If not set, it uses the default inventory site.

  • If neither has inventory available, Webgility creates a negative entry in the Unassigned site.

  • Ensure QuickBooks’ "Multiple Inventory Sites" feature is enabled and your quantities are accurate across sites.