Skip to content
  • There are no suggestions because the search field is empty.

How to Resolve Shopify Order and Payout Posting Issues in Webgility Desktop

This article helps Webgility Desktop users in troubleshooting missing Shopify orders and errors coming on payout posting to QuickBooks Desktop Enterprise, especially in cases involving duplicate transactions and the error message: “Order has already been posted.”

Overview

This article provides step-by-step guidance for you to troubleshoot missing Shopify orders and QuickBooks payout posting errors, particularly in scenarios involving:

  • Duplicate transactions

  • The error message: “Order has already been posted.”

Scenario Summary

  • Missing Shopify orders for a specific date range (e.g., July).

  • Errors while posting Shopify payouts in QuickBooks.

  • Duplicate transactions in QuickBooks are due to order re-downloads without proper unsyncing.

  • “Order has already been posted” error message during payout processing.

Step-by-Step Troubleshooting Workflow

1. Confirm and Identify Missing Orders

  • Access the customer's Shopify account.

  • Verify reported missing orders in Shopify Order History for the specified date range.

  • In Webgility, check which orders:

    • Failed to sync

    • Failed to post to QuickBooks

2. Download Orders from the Back Date

  • Manually download orders from Shopify for the missing date range.

Important: Do not re-download previously synced orders without using the Unsync feature first. Doing so may create duplicate entries in QuickBooks.

3. Check for Duplicate Orders in QuickBooks

  • In QuickBooks, search recent transactions or sales receipts.

  • Identify duplicate entries for the same order numbers.

  • Look for repeated transaction IDs or matching references.

4. Investigate the Payout Posting Error

  • Attempt to post the Shopify payout as normal via Webgility.

  • If you receive the error: “Order has already been posted”, it likely means:

    • A duplicate transaction exists.

    • The order was already recorded in QuickBooks, preventing payout matching.

5. Manual Remediation—Delete Duplicate Transactions

  • In QuickBooks, locate the duplicate transaction associated with the Shopify payout.

  • Carefully delete the duplicate, ensuring the original synced transaction remains.

  • Cross-verify that:

    • No valid data is lost.

    • Order-to-payout mapping is still intact for the remaining record.

6. Re-Post the Shopify Payout

  • Retry the payout posting from Webgility or directly in QuickBooks.

  • Confirm the payout posts successfully with no errors.

  • Review the payout record and associated orders in both Shopify and QuickBooks.