How to solve Webgility Desktop Payout, Scheduler, and Sales Tax Mapping After QuickBooks Changes

This article outlines troubleshooting steps and best practices for three frequently encountered issues in Webgility:
1. Payout errors related to Scheduler performance
2. Sales tax mapping based on location Sync
3. Disruptions caused by manual invoice changes in QuickBooks

 A. Resolving Payout Errors Due to Scheduler Performance

Issue:
Payouts may intermittently fail to post if the Webgility Scheduler is overloaded or not functioning optimally.

Resolution Steps:

1. Pause the Scheduler:

   • Go to the system tray and find the Webgility “W” icon.

   • Right-click the icon and stop the Scheduler, then exit the Scheduler.

   • Wait until the Scheduler’s clock icon turns grey in the Webgility interface.

2. Manually Post the Payout:

   • In Webgility, go to Orders > Shopify > Payouts.

   • Manually select and post the payout.

3. Resume Scheduler:

   • Once the payout is successfully posted, return to Webgility and reactivate the Scheduler by clicking the grey clock icon.

B.Sales Tax Mapping Based on Location

Overview:
Webgility enables sales tax code mapping by destination location to enhance tax reporting accuracy in QuickBooks.

Steps to Configure:

1. Navigate to:
   Connections > Accounting > Sync Settings > Sales Tax

2. Enable the checkbox:
   "Enable multiple sales tax jurisdictions"

3. Add mapping rules for each required state, city, or location.

4. Click Save, then test by syncing a recent order.

5. Verify that the correct sales tax codes appear in QuickBooks as per the defined mappings.

C. Impact of Manual Invoice Changes in QuickBooks

Issue:
Manual modifications to invoices in QuickBooks (such as editing line items, amounts, or statuses) can conflict with Webgility’s synchronization logic.

Important Notes:

• Changes made directly in QuickBooks may be overwritten or cause sync failures when the order is re-synced from Webgility.

• Examples of problematic changes: price edits, tax code changes, or manual status updates.

Recommended Best Practices:

• Make edits in Webgility first, then sync to QuickBooks to maintain consistency.

• If you must make manual changes in QuickBooks:

  • Document the order numbers.

  • Monitor for discrepancies after future syncs.

• Avoid making simultaneous changes in both systems, which could lead to data integrity issues.