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How to Record Shipping Charges as a Line Item by Shipping Carrier with Webgility Desktop

This article helps Webgility Desktop users in configuring Webgility Desktop to track shipping charges by carrier, allowing for streamlined accounting and improved business insights. By enabling Shipping Item Mapping, users can post charges from different shipping providers into QuickBooks Desktop as distinct service items.

Tracking shipping charges by carrier helps streamline accounting and improve business insights. This guide walks you through enabling Shipping Item Mapping in Webgility to record charges from different shipping providers directly into QuickBooks as service items.

Step-by-Step Instructions

1. Log in to Webgility

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

2. Enable Shipping Item Mapping
Go to:
Orders > Transaction Settings.
Find the option labeled "Record shipping charges" and click Setup next to Shipping Item Mapping.
In the setup window, select "Map Shipping Item With" and choose Carrier from the dropdown to associate shipping charges with specific carriers.

3. Set Up Service Items for Carriers in QuickBooks

  • Open QuickBooks and navigate to:
    Lists > Item List

  • Click the arrow next to the Item box and select New.

  • Create a service-type item for each shipping carrier (e.g., "DHL" or "Federal Express").

Note: Customize item names based on your business needs.

4. Download the latest accounting data in Webgility.


Return to Webgility. Navigate to Connections > Get Latest Data and Settings. Select Download QuickBooks Data and Settings, then check the appropriate boxes and click Download Data. This will update your QuickBooks item list in Webgility to include the newly created service items from QuickBooks.

5. Map Carriers to Service Items


In Webgility, use the Carrier dropdown to match carriers (e.g., DHL, FedEx) with the corresponding QuickBooks service items.

6. Save and Verify Settings
Click Save Settings. A confirmation message will indicate successful saving.
Post a test transaction to QuickBooks to confirm:

  • Shipping charges are recorded under the correct carrier-specific item.

Notes

This configuration ensures that each shipping charge is recorded under the correct carrier name, which improves reporting accuracy and helps you monitor carrier-specific shipping costs and income.