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How to Set Up a New WooCommerce Store in Webgility Desktop (Replacing an Existing Store)

This article helps Webgility Desktop users set up a new WooCommerce store, especially when replacing an existing one (such as Amazon). It walks users through the steps to connect WooCommerce with Webgility Desktop and link it to QuickBooks Desktop, while also highlighting key considerations for data handling during the setup process

Overview

If you've switched your primary sales channel to WooCommerce and need to connect it to Webgility Desktop and QuickBooks, this article provides the clear steps. This process involves adding your new WooCommerce store to Webgility and configuring its integration with QuickBooks, while also noting crucial information about data from any previously connected stores.

Important Considerations: Data Loss

If you are replacing an existing store (e.g., an Amazon store) in Webgility Desktop, please be aware that once the old store is removed, all associated data within Webgility will be permanently lost. This includes:

  • Past orders downloaded in Webgility (Transactions posted to Quickbooks will be safe in QB).
  • Product records specific to that store
  • Any historical data that was tied to the old store's connection in Webgility.

Ensure you have backed up or retained any necessary historical data from your previous store before proceeding.

Step-by-Step Resolution

Follow these steps to set up your new WooCommerce store in Webgility Desktop.

Part 1: Install the Webgility WooCommerce Connector Plugin

Before connecting your store, you need to install and activate the Webgility Connector plugin on your WooCommerce website.

  1. Download the Plugin:
    • Log in to your Webgility account portal at portal.webgility.com.
    • Navigate to the Downloads section.
    • Find and download the latest Webgility WooCommerce Connector plugin file (usually a .zip file).
  2. Upload and Install the Plugin on Your WooCommerce Site:
    • Log in to your WordPress Admin Dashboard (e.g., yourstore.com/wp-admin).
    • Go to Plugins > Add New.
    • Click the "Upload Plugin" button at the top of the page.
    • Click "Choose File", then select the .zip file you downloaded from the Webgility portal.
    • Click "Install Now".
  3. Activate the Plugin:
    • Once the plugin is installed, click "Activate Plugin."
    • After activation, you should see "Webgility Connector" listed under your installed plugins.

Part 2: Connect Your WooCommerce Store in Webgility Desktop

Now, you'll add your WooCommerce store as a new connection in Webgility Desktop.

  1. Remove Old Store (if applicable):
    • If you are replacing an existing store (e.g., Amazon), open Webgility Desktop.
    • Go to Connections > Sales Channels > Manage Sales Channel.
    • Select the old store, and click Remove. Confirm the deletion when prompted. Remember, this permanently deletes associated data in Webgility.
  2. Add Your New WooCommerce Store:
    • In Webgility Desktop, go to Connections > Add Store.
    • Select WooCommerce as the platform from the list.
    • Click "Connect" (or similar button to proceed).
  3. Enter WooCommerce Connection Details:
    • Webgility will prompt you to enter the Store Module URL, your WooCommerce admin username, and password.
      • Your Store Module URL is typically https://yourstore.com/wc-api/v2/ or https://www.yourstore.com/wc-api/v2/ (ensure it matches your site's exact URL structure, including www if applicable).
    • Enter these details and click "Connect" or "Test Connection."
    • Follow any on-screen prompts to authorize the connection between Webgility and your WooCommerce store.
  4. Confirm Connection:
    • Webgility will confirm a successful connection. You may then proceed to configure your store settings within Webgility.

Part 3: Link Your New Store to QuickBooks

After connecting your WooCommerce store, you'll need to map its data to QuickBooks.

Navigate to QuickBooks Integration:
  • In Webgility Desktop, go to Connections > Accounting / POS > Manage Accounting / POS.
  1. Perform a Test Sync:
    • Once mapping is complete, perform a test sync (e.g., by downloading a few recent orders and trying to post them to QuickBooks) to ensure seamless data flow and that no errors occur during transfer.

Best Practices

  • Backup Your Data: Before making any significant changes or replacing stores, always ensure you have recent backups of both your WooCommerce website and your QuickBooks company file.
  • Back up Your Webgility Database: Regularly back up your Webgility Desktop database to protect your integration data.
    1. Open Webgility Desktop.
    2. Go to System > Database.
    3. Click Backup.
    4. Select a folder on your computer or network drive where you want to save the backup file.
    5. Click Ok to start the backup process.
  • Verify Settings: After connecting, thoroughly review all your Webgility settings, including order download preferences, product mapping, and posting preferences, to ensure they align with your business needs.