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Resolving Common Payout Posting Issues in Webgility Desktop: Payment Methods, Orders, and Item Mappings

This article helps Webgility Desktop users with step-by-step instructions to troubleshoot and resolve payout posting errors in Webgility Desktop. It addresses common causes such as discrepancies in payment method handling, unprocessed orders in the repository, and incomplete or missing item mappings to ensure accurate payout processing.

Common Causes of Payout Posting Failures

  • Order Repository Backlog: Orders remain in the repository and do not move to the payout batch.

  • Item Mapping Errors: Incomplete or incorrect mappings for products, services, or fees prevent posting.

  • Payment Method Conflicts: Some payment methods fail to process if associated items aren’t mapped.

  • Fee Posting Issues: Payouts get stuck at the fee stage if required item or account info is missing.

 

Step-by-Step Resolution

1. Identify Affected Payouts

  • Go to Webgility Desktop > Accounting > Payouts.

  • Filter by Status: look for entries marked as Processing, Error, or Stuck at Fee Posting.

  • Click into each payout to view details—note any specific payment methods or error messages.

2. Locate Orders in the Repository

  • Open the Order Repository (location may vary by version/integration).

  • Filter for orders linked to the affected payout period.

  • Review the item details and payment methods of these orders.

  • Flag any orders that have not moved out of the repository or are marked as blocked.

3. Resolve Item Mapping Issues

  • Navigate to Connections > Accounting/POS/ERP > Sync Settings > Products > Check the matching criteria

  • Review mappings for:

    • Product SKUs

    • Shipping and service charges

    • Fee line items (e.g., Shopify, PayPal, credit card processing fees)

  • Ensure each item is mapped to the correct QuickBooks Chart of Accounts.

  • Update or add missing mappings, then click Save and Refresh.

Tip: Use “Non-Inventory Part” in QuickBooks for fee or service items, mapped to a relevant expense account (e.g., Payment Processor Fees).

4. Move Orders Out of Repository

  • Select the blocked or pending orders in the repository.

  • Use the appropriate action (depending on your workflow):

    • Release to Payout

    • Requeue for Sync

    • Manually Post to QuickBooks

  • Confirm the status updates and that the order is now included in the payout batch.