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How to Resolve Group Item Quantity Multiplication Issues When Posting to QuickBooks

This article helps Webgility Desktop users resolve issues in Webgility Desktop where group item quantities are incorrectly multiplied(ex 100) when posting orders into QuickBooks Desktop. It provides guidance on identifying and correcting misconfigured group item mappings that cause these quantity discrepancies.

Causes of the Issue

  • Incorrect Group Item Mapping:
    The quantity for one or more sub-items within a group item (e.g., PL Y 100 16, PL W 100 16) may be set incorrectly—often to a high number like 100, causing multiplication during order posting.

Step-by-Step Resolution

1. Reproduce the Issue

  • Attempt to post an order containing the affected group items.

  • Verify whether the item quantity multiplies incorrectly upon posting to QuickBooks.

2. Locate the Group Item Mapping

  • Open QuickBooks.

  • Navigate to Lists > Item List.

  • Search for the affected group items by typing part of the item name.

3. Inspect and Edit the Quantities

  • Select the group item and open it for editing.

  • Under the sub-items section:

    • Review the quantity assigned to each sub-item.

    • If any sub-item is set to an incorrect quantity (e.g., 100), change it to the correct value:

      • Use 0 if no multiplication should occur.

      • Or enter the intended quantity per group.

  • Save changes once adjustments are made.

4. Test the Correction

  • Post a test order that includes the corrected group item(s).

  • Confirm that the item quantities now appear correctly in both the order and the generated invoice in QuickBooks.

5. Monitor and Validate

  • Review several additional orders with group items.

  • Ensure that no further quantity discrepancies occur.

Best Practices

  • Regularly audit your group item mappings for accuracy.

Note

This issue is specific to Webgility Desktop integrated with QuickBooks using group items. If you're using Webgility Online, mapping for group items may behave differently.