How to Post Transactions Based on Payment Methods in Webgility Desktop

Want to better organize your sales data in QuickBooks? Learn how to configure Webgility Desktop to post online orders based on the payment methods used. This step-by-step guide will show you how to map each payment method to a specific transaction type and account for accurate and insightful bookkeeping.

Understanding Payment Methods vs. Payment Gateways

Payment Gateways:

• Services like PayPal, Stripe, and Shopify Payments.

• Handle secure transmission of payment data and allow Webgility to download associated payment fees.

Payment Methods:

• Downloaded from your sales channel's settings (e.g., Shopify, WooCommerce).

• Can include manual methods (e.g., Cash, Check).

• Avoid naming manual methods similar to gateway names like "Credit Card" or "Visa."

Steps to Post Orders by Payment Method

1. Open Sync Settings

   • Go to: Connections > Accounting/POS/ERP > Sync Settings

2. Enable Payment Method-Based Posting

   • Go to the Orders tab.

   • Under Posting Rules, find Select the transaction type for posting orders.

   • Select Post differently based on and choose Payment Method from the dropdown.

3. Assign Posting Rules per Method

   • Select a payment method from the dropdown.

   • Choose a transaction type: Invoice, Sales Receipt, Sales Order, or Estimate.

   • Click Setup.

4. Define Posting Details

   • Choose template, terms, sales rep, transaction class, and Chart of Accounts.

5. Add More Methods

   • Click the + icon to set rules for additional methods.

6. Add Rule for "Anything else"

   • Ensure a rule is set for any undefined payment method.

   • Click Save & Continue.

Special Notes:

• For Shopify_Payments, check Mark invoice paid and select a Deposit To account. Use Invoice as the transaction type for payout reconciliation.

• For unpaid invoices, leave the Mark invoice as paid box unchecked.

Adding Payment Methods Manually

• Navigate to: Connections > Accounting/POS/ERP > Sync Settings

• Select the Orders tab.

• Under Posting Rules, go to Configure Mappings and click Setup next to Map Payment Method.

• In the Payment Mappings window, enter the name of the new payment method.

• Click Add New Method.

• Once added, click Save & Close to exit the window.

• Finally, click Save & Continue to apply your changes.

Disclaimer 1: When adding new methods, copy the exact method name from the order details.

Disclaimer 2: If a newly added method isn’t showing, return to the Dashboard and revisit Posting Settings.