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How to Resolve a Missing Clearing Account in Webgility Online

If a QuickBooks Online clearing account is not appearing in Webgility Online, or an order is failing because the clearing account cannot be selected, the issue may be related to the account's status or account type in QuickBooks Online. This article explains how to verify the clearing account and resolve the issue.

Symptoms

You may experience one or more of the following:

  • A clearing account exists in QuickBooks Online but does not appear in Webgility Online.
  • An order fails because the required clearing account cannot be selected.
  • A clearing account that previously worked is no longer available.
  • Orders fail to post even though the clearing account still exists in QuickBooks Online.

Cause

Webgility Online requires the clearing account to have a supported QuickBooks Online account type.

In the affected scenario, the clearing account was configured as Other Current Liability. Because of this account type, Webgility Online could not recognize the account.

Changing the account type to Other Current Asset allowed Webgility Online to recognize and display the clearing account.

Note: Before changing an account type in QuickBooks Online, confirm that the change is appropriate for your accounting setup. Consult your accountant if needed.

Resolution 

Step 1: Check the clearing account in QuickBooks Online

First, verify that the clearing account is active in QuickBooks Online.

  1. Log in to QuickBooks Online.
  2. Go to Settings ⚙️.
  3. Select Chart of Accounts.
  4. Locate the account being used as the Webgility Online Clearing Account.
  5. Confirm that the account is Active.

For detailed instructions, see 

How to Make an Account Active in Chart of Accounts in QuickBooks Online

Step 2: Verify the account type

In QuickBooks Online:

  1. Go to Settings ⚙️.
  2. Select Chart of Accounts.
  3. Locate the clearing account.
  4. Click Edit.
  5. Review the Account Type.

The clearing account should be configured as:

Other Current Assets

If the account is configured as Other Current Liabilities or another unsupported account type, update the correct account type or create a new account

Step 3: Refresh the Chart of Accounts in Webgility Online

Once the account has been updated in QuickBooks Online:

  1. Open Webgility Online.
  2. Go to Sync Settings.
  3. Select Chart of Accounts.
  4. Refresh the QuickBooks account information.
  5. Open the clearing account dropdown and check whether the account is now available.

For more information about the Chart of Accounts section in Webgility Online, see:

Introducing the New Chart of Accounts Tab in Webgility Online

Once the account appears in Webgility Online:

  1. Select the correct clearing account.
  2. Click on Save.
  3. Retry posting the affected order.