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Managing Amazon Settlement Payments After Switching QuickBooks Desktop Company Files

This article guides Webgility Desktop users through managing settlement payments after switching to a new QuickBooks Desktop company file. It highlights the importance of preventing duplicate or missing transactions, identifying the correct file for posting, and consulting with an accountant before proceeding. Step-by-step instructions cover confirming the switch date, reviewing posted and unposted transactions, selecting between direct posting or manual entries, and correcting errors.

Overview

If you've recently switched to a new QuickBooks Desktop company file, you may be wondering where your settlement payments should be posted—should they go into the old file, the new one, or be added manually? This article walks you through exactly what to do, step-by-step, to keep your accounting clean, accurate, and audit-ready. Whether you're a current Webgility Desktop user or evaluating the platform, these best practices will help you avoid double-posting and ensure your books stay in good shape.

Key Things to Consider

Before you begin, here are a few important points to keep in mind:

  • Avoid Duplicate or Missing Transactions: Ensure that you don’t accidentally post the same settlement in both company files, or skip any settlements altogether.

  • Know Your Cutoff Date: Identify exactly when you switched files and what data made it into each.

  • Check internally: We strongly recommend you review these changes with your bookkeeper or accountant before making final adjustments.

Step-by-Step troubleshooting:

1. Confirm the Date You Switched Files

Start by identifying the exact date you began using the new QuickBooks Desktop company file. This helps determine where each transaction should go.

2. Find Out What’s Already Been Posted

Next, you’ll want to check for duplicate or missing entries.

  • In your old QuickBooks Desktop file, run transaction or payment reports for the settlement period.

  • In the new QuickBooks Desktop file, see if any of those same payments were already posted (manually or through Webgility Desktop).

3. Choose the Right Way to Post Settlements

Depending on what data was carried over to your new company file, you have a few options:

Post Directly in the New File

This is the preferred option if your new QuickBooks Desktop file has all the necessary details (like customer and product info).

Avoid Double Posting

Don’t let the same settlement show up in both files. Pick one location and stick with it.

4. Fix Any Mistakes Carefully

If you’ve already posted settlements in the wrong company file:

  • Delete Incorrect Transactions
     Only do this if they were posted in error and haven’t been reconciled yet.

  • Document Every Change
     Keep detailed notes of what you changed, why, and when. This makes it easier for audits, troubleshooting, or future support.

5. Final Step: Get an Accountant’s Review

Before posting or removing any transactions, it’s best to review your plan with your accountant or bookkeeper. This ensures compliance with financial reporting requirements and keeps your books clean