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How to Prevent and Fix Duplicate Orders in QuickBooks Desktop from Webgility

This article helps Webgility Desktop users prevent and resolve duplicate orders in their QuickBooks Desktop caused by Webgility Desktop posting multiple transactions for the same order. It outlines the potential causes and provides step-by-step instructions to correct and avoid this issue.

Common Causes of Duplicate Order Posting

Duplicate postings may occur under the following conditions:

  1. Update Without Unsyncing: If you accept an order update without first unsyncing, Webgility will redownload the updated order. Posting this updated order again can result in duplicates in your accounting software.

  2. Manual Redownload Without Unsyncing: Redownloading an order manually without unsyncing it and then reposting may also create a duplicate transaction.

  3. Simultaneous Manual and Scheduled Posting: Although rare, duplicate transactions can occur if an order is posted both manually and through a scheduled posting at the same time. (Avoid manual postings while the Scheduler is active.)

Steps to Prevent Duplicate Orders:

1. Run Scheduler on One Machine Only

  • If using Webgility Desktop across multiple computers, ensure the scheduler runs on only one machine, preferably the admin machine. Running the scheduler on multiple machines can cause conflicts and duplicate postings.

2. Check Order History for Duplicate Entries

  • To identify if an order has been posted multiple times, open the order and go to the History tab. This log will display all postings and help identify the root cause of any duplicate transactions.

3. Avoid Scheduler Conflicts

  • Running the scheduler on multiple computers may lead to duplicates. Confirm that the scheduler is active only on the primary computer (recommended admin machine).

4. Avoid Forced Quitting of Scheduler

  • Consistently quitting the Scheduler via the Task Manager may very rarely lead to duplicate orders. Use the scheduler’s built-in stop function to avoid conflicts.

Additional Information:

Once orders are successfully posted, a new Purchase Order will appear in the order summary. You can verify order details here to ensure no duplicate postings.