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Invoice not yet paid

This article helps Webgility Desktop users to resolve the error “Invoice not yet paid” that may occur while posting payouts from Webgility Desktop into QuickBooks Desktop. This issue usually arises when payments are not properly linked to their respective invoices, which prevents refunds or payouts from being processed smoothly. The article explains the possible causes and provides step-by-step guidance to ensure payments and refunds are successfully posted in QuickBooks through Webgility Desktop.

Overview

We understand how important it is to keep your payouts flowing smoothly. If you've encountered an issue where payouts are stuck at the refund posting stage due to the error "Invoice not paid yet," this article will guide you through the steps to resolve it.

Learn how to troubleshoot and fix this error, ensuring successful posting of both payments and refunds in QuickBooks.

 

Causes of the Issue:

Here are some potential causes that might be triggering the "Invoice not paid yet" error during the payout posting process:

  • Invoice in QuickBooks is Posted Without Payment or Payment Gets Unlinked from the Invoice
    ​

    • This issue occurs when an order is successfully posted as an invoice in QuickBooks but is not linked to its corresponding payment. As a result, QuickBooks marks the invoice as past due because it does not detect an associated payment transaction.

     

  • Order Downloaded in Webgility Desktop is Not Marked as Paid, Causing the Invoice in QuickBooks to Show as Past Due
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    • If "Process Payment" is set to "Yes" or "Yes, Capture Only" in the Order Download settings, Webgility Desktop will download the order as unpaid, causing the invoice posted to QuickBooks to be missing a payment record. To ensure orders are downloaded as paid, select "No, Mark as Paid" under the Process Payment setting.

       

 

Steps to Resolve:

Step 1: Unpost the Affected Orders

The affected order numbers will be displayed in the error prompt. So make a note of all the order nos. from the error message and then follow these steps to unpost them from QuickBooks:

  • Open your Webgility Desktop Dashboard.

  • Go to the Posted Orders or Archived section.

  • Select the orders affected by the issue.

  • Right-click on the selected orders and choose Undo Sync to unpost them from QuickBooks.

For more details, refer to this help article: How to Unpost Transactions


​Step 2: Verify if the Order is Paid

  • Check the order details in Webgility Desktop to confirm whether the order is marked as paid.

  • If the order is unpaid, the payment will not be created while posting to QuickBooks.

  • Ensure that the "No, Mark as Paid" option is selected under Order Download Settings for the respective order status.

For more details, refer to Cause—Option 2.


​Step 3: Disable the "Create Payment While Posting Payout Report" Option

If the payment is not being created after reposting the order, follow these steps:

  • Navigate to Connections > Accounting > Sync Settings > Orders.

  • Locate the option "Create a payment with the same date as the payout when it’s posted."

  • Uncheck this option and click Save & Continue.

  • Repost the order—this will ensure the payment is posted along with the order.

 

Important:

  • Once the order is successfully posted with the payment, rever the changes done for "Create a payment with the same date as the payout when it’s posted." and save the settings. Now try to post the payout report again.

  • Always double-check the sync status of your orders before posting payouts. This ensures that everything is in the correct state for processing.