Skip to content
  • There are no suggestions because the search field is empty.

Resolving Amazon Order Posting Errors: Troubleshooting Order Templates

This article helps Webgility Desktop users resolve errors encountered when posting Amazon orders to QuickBooks Desktop. These issues often stem from problems with the configured sales receipt or invoice template in QuickBooks Desktop. The guide outlines steps to identify and fix template-related errors to ensure successful order posting.

Overview

This article guides you through troubleshooting and resolving error messages that appear when you try to post Amazon orders from Webgility Desktop to QuickBooks. The most frequent cause of these errors is a misconfigured or corrupted invoice/sales receipt template within QuickBooks that Webgility is attempting to use.

Problem Summary

You might be experiencing this issue if:

  • You successfully download Amazon orders into Webgility Desktop, but you receive an error message when attempting to post them to QuickBooks.
  • The error message appears during the "Posting" step, not during the "Get Orders" or "Download" step.

Root Cause

The error typically occurs because the specific sales receipt or invoice template selected in Webgility's sync settings for posting orders to QuickBooks is either:

  • Defective or Corrupted: The template itself in QuickBooks has an issue (e.g., missing fields, incorrect formatting).
  • Incompatible: It's a custom template that Webgility cannot properly interact with, or it contains elements that cause conflicts during the posting process.

Step-by-Step Resolution Procedure

Follow these steps to identify and correct the order template issue in Webgility Desktop and QuickBooks.

1. Confirm the Specific Error Message

Before troubleshooting, note the exact wording of the error message you receive when attempting to post Amazon orders. This can provide clues about the underlying problem.

2. Check and Adjust Your Order Template Settings in Webgility Desktop

You'll need to navigate to the order sync settings in Webgility Desktop to identify the template being used.

  1. Open Webgility Desktop.
  2. Go to Connections > Accounting / POS.
  3. Click on Sync Settings.
  4. Navigate to the Orders tab.
  5. Look for the "Invoice/Sales Receipt Settings" (or similar) section. Here, you will see which QuickBooks template Webgility is currently configured to use for your Amazon orders.

3. Fix the Template in QuickBooks or Select an Alternative

Once you know which template is being used, you have two main options:

Option A: Fix the Template in QuickBooks (if it's a custom template)

  • If you are using a custom sales receipt or invoice template in QuickBooks that you suspect is causing the error, you might need to edit it within QuickBooks to identify and resolve any corruption or incorrect formatting.
  • Important: This step requires familiarity with QuickBooks template customization. If unsure, consider Option B.

Option B: Select a Different, Working Template in Webgility

  • This is often the quickest solution. In the "Invoice/Sales Receipt Settings" within Webgility Desktop (from Step 2), try selecting a different, standard QuickBooks template (e.g., a default Intuit Sales Receipt or Invoice template) from the dropdown list. This bypasses any issues with your previously selected template.
  • Click Save in Webgility Desktop after making your selection.

4. Refresh Data in Webgility (if you changed template in QuickBooks)

If you made any changes directly to a template within QuickBooks, you need to tell Webgility to refresh its data so it recognizes these updates.

  • In Webgility Desktop, within the Connections > Accounting / POS > Sync Settings > Orders tab, look for a Refresh button or link (often near the template selection). Click this to get the latest data, including updated templates, from QuickBooks.
  • Click Save and continue in Webgility Desktop.

5. Attempt Order Posting Again

Now, try posting the Amazon orders to QuickBooks once more.

  1. In Webgility Desktop, go to Orders.
  2. Select the Amazon orders you wish to post.
  3. Click Post to QuickBooks.
  4. Confirm that the orders now post successfully and the error is no longer observed.

Best Practices for Order Posting

  • Standard Templates: Whenever possible, start with standard QuickBooks sales receipt or invoice templates and make minimal customizations to reduce the risk of posting errors.
  • Test Posting: If you make significant changes to templates in QuickBooks, always perform a test posting with a non-critical order in Webgility to ensure everything works correctly.
  • Keep Software Updated: Ensure both your Webgility Desktop application and QuickBooks software are always up to date.
    • To update Webgility Desktop: Go to Help > Check for Updates > Update. If you can't log in, download the latest version from portal.webgility.com.