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How to Set Up and Use Discount Line Items with QuickBooks in Webgility

This article helps Webgility Desktop users on how to set up and post discount as line items when posting orders into QuickBooks Desktop Enterprise. 

How to Set Up and Use Discount Line Items with QuickBooks in Webgility

Managing discounts accurately is important for clean bookkeeping. Webgility offers multiple ways to apply and sync discounts from your online store to QuickBooks. Below is a step-by-step guide for each option.

 Option 1: Record Discounts as a Separate Line Item

Step 1: Enable Discount Line Item Setting in Webgility

  1. Go to Connections > Sales Channel.

  2. Click on Settings.

  3. Enable Get discount as a line item.

This ensures that any discounts applied on your store will appear as a separate line item when the order is downloaded.

Step 2: Create a Discount Item in QuickBooks

  1. In QuickBooks, create a discount-type item (e.g., "Online Discount").

  2. This will be used to track discounts on sales transactions.

Step 3: Sync QuickBooks Items to Webgility

  1. Go to Connections > Get the latest data and settings.

  2. In the pop-up, click Download Data under "Download QuickBooks data and settings".

    •  This may take a few minutes.

  3. Close the window once the download is complete.

Step 4: Post and Map the Discount Item

  1. Try posting an order with a discount.

  2. If you see an Item Mismatch message:

    • Map the discount line to the item you created in QuickBooks.

  3. Repost the order.

 You’ll now see the discount as a separate line item on the invoice, sales receipt, or sales order in QuickBooks.

Option 2: Record Discounts at the Subtotal Level

Use this method if you prefer not to show the discount as a separate item.

  1. Go to Connections > Sales Channel > Settings.

  2. Disable both:

    • Get discount as a line item

    • Get discounted item price

 Discounts will now appear at the subtotal level within the order, instead of as a separate line item.

 Option 3: Use a Discount-Type Item to Record Coupons and Discounts

  1. Go to Connections > Accounting/POS/ERP > Sync Settings.

  2. Open the Discounts tab.

  3. Select the appropriate discount item(s) to use when posting orders.

 Discounts and coupons will appear as line items when orders are posted to QuickBooks.

 Option 4: Use Discounted Item Pricing (Shopify & BigCommerce Only)

  1. Go to Connections > Sales Channel > Settings.

  2. Enable Get Discounted Item Price.

🛍 With this option, Webgility will apply the discount directly to the item price instead of adding a separate discount line.