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How to Resolve Inactive Item Errors When Posting Amazon Settlements in Webgility Desktop

This article helps Webgility Desktop users troubleshoot errors encountered when posting settlement reports to QuickBooks Desktop Enterprise. Common issues include inactive or missing items in settlement transactions and "missing object" errors caused by deleted or recreated transactions in QuickBooks Desktop Enterprise. These problems can lead to settlement posting failures and affect invoice payments and bookkeeping accuracy.

When posting a settlement report from Webgility Desktop to QuickBooks, you may encounter errors related to:

  1. Inactive or missing items referenced in settlement transactions

  2. Missing object errors caused by deletion or recreation of related transactions in QuickBooks

These issues can result in settlement posting failures or incomplete updates, which may affect payment application to invoices and overall bookkeeping accuracy.

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Resolution Steps

1. Review Item Status in QuickBooks

  • Log in to QuickBooks with Administrator privileges.

  • Navigate to:
    Lists > Item List

  • Enable the Include Inactive filter to display all items.

  • Use Webgility logs to identify items involved in the failed transaction:
    Webgility Desktop > Help > View Logs

  • Reactivate any inactive items required for the transaction:

    • Right-click the item

    • Select Make Item Active

2. Reprocess the Settlement Posting

  • In Webgility Desktop, go to:
    Orders >Amazon> Settlement Report

  • Re-attempt to post the settlement.

  • This should allow the system to successfully post the Amazon settlement into QuickBooks.

3. Confirm Posting and Sync

  • Ensure all required items remain active in QuickBooks.

  • Confirm that the settlement has been posted and payments applied to associated invoices as expected.