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How to Resolve A/R Account Mapping Problems in Webgility Desktop When Posting to QuickBooks Desktop

This article helps Webgility Desktop users troubleshoot issues where orders marked as fulfilled in Webgility Desktop do not post to QuickBooks Desktop. The problem is often caused by a missing or incorrect Accounts Receivable (A/R) account setup. The guide provides step-by-step instructions to ensure QuickBooks Desktop is properly configured for smooth order posting.

What You Might Notice

  • Orders marked as fulfilled in Webgility don't show up in QuickBooks.

  • You see a warning or error related to a missing or unmapped A/R account.

  • A/R account mapping for USD currency is missing or incorrectly assigned.

Step 1: Check Your A/R Account in QuickBooks

  1. Open QuickBooks.

  2. Go to Lists > Chart of Accounts.

  3. Look for at least one A/R-type account.

    • If there isn't one:

      • Click Account > New.

      • Choose Accounts Receivable (A/R) as the account type.

      • Enter the required details.

  4. Make note of the A/R account name that should be used for Webgility order posting.

Step 2: Verify Currency Mapping (if using Multi-Currency)

  1. In QuickBooks, go to Lists > Currency List.

  2. Check which A/R account is mapped to USD (or other active currencies).

  3. Update or assign the correct A/R account for each currency as needed.

Step 3: Refresh QuickBooks Data in Webgility

  1. In Webgility Desktop, go to:

    • Connections > Accounting / POS / ERP > Sync Settings.

  2. Find the Account Mapping section.

  3. Click Refresh Accounts or Download Accounts to pull the latest data from QuickBooks.

  4. Make sure your A/R account appears and is selectable for mapping.

Step 4: Test the Setup

  1. Create or import a test order in Webgility.

  2. Mark it as fulfilled.

  3. Post the order to QuickBooks.

  4. Check QuickBooks to confirm the order posted successfully under the correct A/R account.