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Post Walmart Payouts to QuickBooks Online

Walmart settlement payouts — deposits, fees, and adjustments — can now be posted to QuickBooks Online directly from Webgility Online. Post a payout on demand with a single click, or turn on automation and let Webgility post each payout as it becomes available. Everything in the payout (sales, refunds, fees, and adjustments) consolidates into one QuickBooks deposit that matches your payout total exactly.

Before You Begin

  • Your Walmart store is connected to Webgility Online and to QuickBooks Online. (Walmart payout posting is QBO-only.)

  • Walmart payouts post using Transactional accounting only — Journal Entry is not an option for Walmart, so you won't see it as a choice in these settings.


Step 1: Configure Payout Settings

1. In Webgility Online, go to Sync Settings for your Walmart store profile and open the Fees & Expenses tab.

Note: This is the same settings panel used for Amazon, adjusted for Walmart. A few Amazon-only fields (like Reserves and Previous Balance Paid) won't appear here since they don't apply to Walmart.

 

2. Configure the following:

  • Deposit Account — the bank account in QuickBooks where the Walmart payout lands.

  • Fee/Expense Account — the account fees and adjustments post against.

  • Vendor — the QuickBooks vendor used for Walmart fee transactions.

  • Transaction Type — Expense or Bill. (Journal Entry is not available for Walmart.)

  • Auto-restore missing orders — when turned on, Webgility automatically downloads any orders referenced in the payout that haven't been downloaded yet, before posting.

  • Post non-order fees — when turned on, fees not tied to a specific order (for example, account-level adjustments) are included in posting.

Note: Auto-restore missing orders, post non-order fees, and post deposit fee are turned **on** by default the first time you open this page for a Walmart profile. Adjust as needed and save.

 

3. Click Save.

Step 2: Post a Payout Manually

1. Open the payout detail view for the Walmart payout you want to post.

2. Click Post to QBO.

3. A progress bar shows each posting step. When it completes, Webgility displays the QuickBooks Deposit ID for the transaction created. If posting fails, the error is shown directly on the payout so you can see what needs to be fixed (for example, a missing vendor or account mapping).

Step 3: Turn On Automatic Posting

Once you've confirmed manual posting works correctly for a payout, turn on automation so future Walmart payouts post without manual action. Automated posting follows the same schedule and rules as your other automated postings, using the account and vendor mappings configured in Step 1.

Tip: Post a couple of payouts manually first and confirm the amounts and accounts in QuickBooks look right before turning on automation.

 

How Posting Works

  • Fees and adjustments post as Expense or Bill line items, based on the transaction type you configured — the same logic used for Amazon fee posting.

  • Refunds: if the refund amount in the payout is greater than the fee/expense amount, Webgility creates a Sales Receipt for the difference. If fees are equal to or greater than the refund amount, no Sales Receipt is created — the fees are absorbed directly into the deposit instead.

  • Deposit: sales, refunds, and fee lines are consolidated into a single QuickBooks Deposit transaction. The deposit total always matches the net amount of the Walmart payout exactly.

  • Re-posting: if you (or automation) try to post a payout that's already been posted, Webgility skips it — you won't get duplicate transactions in QuickBooks.

Frequently Asked Questions

Q. Can I post Walmart payouts using Journal Entry?

A. No. Walmart payouts only support Transactional posting (Expense or Bill). Journal Entry is not shown as an option for Walmart profiles.

Q. Why don't I see Reserves or Previous Balance Paid settings like I do for Amazon?

A. Those fields are specific to Amazon's settlement structure and don't apply to Walmart payouts, so they're hidden on the Walmart version of this settings page.

Q. What happens if my fee account or vendor isn't configured?

A. Posting will fail and the error will show on the payout so you know what to fix before retrying.

Q. Is this available for QuickBooks Desktop or Xero?

A. Not currently — Walmart payout posting supports QuickBooks Online only.

Q. What if there's no refund activity in a payout?

A. No Sales Receipt is created. Fees and adjustments post directly against the deposit as configured.