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How to Use the "Undo Sync" Feature in Webgility Desktop to Remove Posted Transactions

This article helps users understand and use the "Undo Sync" feature in Webgility Desktop to remove previously posted transactions from their Quickbooks Desktop. It explains how Webgility Desktop deletes invoices, sales receipts, and sales orders while automatically adjusting inventory.

Unposting a Single Transaction

To remove an individual transaction from your accounting software:

  1. Open the specific transaction you wish to delete within Webgility Desktop.
  2. Locate and click the Undo Sync icon, typically found in the bottom right-hand corner of the transaction window.
  3. Confirm your action when prompted.

As an alternative, you can also right-click on the posted transaction in Webgility Desktop and select the option to "Unsync" it, then confirm the action.

Important Note on What Gets Removed: When you use "Undo Sync," all related aspects of the transaction in QuickBooks are removed, with two key exceptions:

  • Any items that were newly created in QuickBooks during the original transaction posting will remain.
  • Any new customers added to QuickBooks as part of that transaction will not be removed. 

Unposting Multiple Transactions

If you need to unpost several transactions at once:

  1. In Webgility Desktop, select all the transactions for which you want to perform the "Undo Sync" action.
  2. Right-click on any of the selected transactions.
  3. Choose the Undo Sync option from the context menu that appears.
  4. Confirm your decision when prompted.

Undo Sync for QuickBooks Point of Sale (POS)

When using the "Undo Sync" feature with a QuickBooks POS connection in Webgility Desktop, the original transaction is not simply deleted. Instead, Webgility Desktop creates a reverse transaction within QuickBooks POS. This reverse transaction appears as a return receipt and accurately readjusts the quantity of the products involved.

Undo Sync for Consolidated Batch Transactions

For transactions that were posted in consolidated groups (e.g., daily, weekly, monthly, or manually):

  1. In Webgility Desktop, navigate to Orders > Reports > Consolidate Report. (Please refer to the Webgility Help Center for exact navigation steps and visuals: [Link to Consolidate Report Guide on https://www.google.com/search?q=helpcenter.webgility.com]).
  2. Find the consolidated group transaction you wish to unsync.
  3. Click the Undo Sync icon that is associated with that particular group transaction.

Important Considerations Before Using Undo Sync

It is critical to be extremely cautious when using the "Undo Sync" feature. This action will reclassify the affected orders from "posted" to "unposted" within Webgility Desktop, and these removals will directly impact your accounting file.

We strongly advise against using "Undo Sync" for any order if the corresponding payment has already been deposited to your bank or if the amount has been reconciled. The "Undo Sync" feature only reverses the transaction itself; it does not undo or reverse any associated payments or reconciliation entries.

Keeping Your Webgility Desktop Updated

To ensure optimal performance and access the latest features and security updates for Webgility Desktop, it's important to keep your application current.

  • If you are experiencing a login issue with Webgility Desktop and need to update: Please install the latest version of Webgility Desktop directly from the Webgility portal. You can find the installer here: portal.webgility.com.

  • If you do not have any login issues and simply need to update Webgility Desktop: Open the Webgility Desktop application, then go to the menu and click on Help > Check for Updates > Update. (For more detailed instructions on updating, please visit: [Link to Webgility Desktop Update Guide on https://www.google.com/search?q=helpcenter.webgility.com]).