How to solve transaction number posting issues with Webgility Desktop
This article helps Webgility Desktop users troubleshoot and resolve issues with incorrect order numbers appearing in QuickBooks Desktop after posting. It provides guidance on configuring settings so that online order numbers are accurately reflected instead of auto-generated transaction numbers, and walks through correcting any previously posted orders.
Causes of the Issue
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QuickBooks default behavior: It auto-generates transaction numbers unless specified otherwise.
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Incorrect settings in Webgility: If the transaction format isn’t configured to use the online order number, QuickBooks will override it.
Step-by-Step Instructions
1. Update Transaction Number Format
To make sure Webgility passes online order numbers to QuickBooks:
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Open Webgility Desktop.
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Go to Connections > Accounting/POS/ERP > Sync Settings > Orders > Transaction Settings.
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Under Settings for creating transactions look for Transaction Numbering.
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Select the option to use Online Order Number instead of QuickBooks-generated numbers.
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Click Save to confirm changes.
2. Undo Orders Previously Posted with Wrong Numbers
If orders were already posted with incorrect numbers:
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Go to Posted Orders tab in Webgility.
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Locate and select the affected orders.
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Right click and select Undo Sync.
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Confirm that the orders have been unposted successfully.
3. Repost the Corrected Orders
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Select the same orders again.
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Use the Post to QuickBooks option.
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The newly configured order number format will apply.
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Check QuickBooks to confirm that the correct online order numbers appear.
4. Confirm the Fix
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Open sample transactions in QuickBooks to validate the updated order numbers.
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If resolved, update internal or customer-facing documentation.
Notes
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Only undo and repost affected transactions, not all past orders.
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Always verify the transaction number format in Webgility before posting orders.