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Resolving Common Order Posting Issues in Webgility Desktop

This guide helps Webgility Desktop users troubleshoot and resolve issues that cause orders to fail posting to QuickBooks Desktop. It covers common problems such as item mapping errors, scheduler configurations, and both manual and batch order posting methods, providing clear steps to fix them.

Reason

Orders may not post to QuickBooks for a few common reasons:

  • Store products are not correctly matched (mapped) with QuickBooks items.
  • The scheduler is not set up correctly (wrong timing or conditions).
  • Some orders need to be posted manually due to missing info.
  • Settings may differ across multiple store profiles.

Step-by-Step: How to Fix the Problem

Step 1: Check and Fix Item Mappings

  • Go to the Products section in Webgility.
  • Review all your products:
    • Make sure every product from your store is connected (mapped) to the correct QuickBooks item.
  • For unmapped items, use Add Mapping to connect them.
  • Save changes. If you updated many items, re-sync the mappings.

Step 2: Check Scheduler Settings

  • Open the Scheduler settings in Webgility Desktop.
  • Make sure:
    • Orders are set to post only when they are Paid or Shipped (based on your needs).
    • The timing and time zone are set correctly.
    • All your store profiles are included in the schedule.

Step 3: Post Orders Manually or in Bulk

  • Go to the Error or Scheduled tabs to find orders marked as Not Posted or Failed.
  • Select those orders and click Post to QuickBooks to try again manually.

Note: Make sure all item mappings are fixed first to avoid more errors.

Step 4: Monitor and Fix Ongoing Issues

  • Check the Scheduler logs and History tab for error details.
  • Look for issues related to missing items, incorrect settings, or specific stores.
  • Fix the issues, then try to post the order again.