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Resolving "Income Account Not Linked to Item" Errors in Webgility Online

This article assists Webgility Online users who encounter errors due to income accounts not being linked to specific items during data synchronization. It provides clear instructions on how to assign the correct income accounts, ensuring that items are accurately tracked and synced within Webgility Online.

Overview

This error typically occurs when Webgility Online attempts to post sales data for an item to QuickBooks, but cannot find a valid income account associated with that item. This can lead to inaccuracies in your financial reporting.

Possible Causes of this issue:

  1. Item Not Properly Set Up in Webgility Online: If an item was added manually or if its setup was incomplete without linking an income account, Webgility Online won’t track sales for that item correctly during the sync process.
  2. Recent Changes in QuickBooks: Changes to item details or account associations in QuickBooks (Desktop or Online) may not immediately reflect in Webgility Online, causing errors.
  3. Missing Account in the Chart of Accounts: If the income account intended for the item is missing or has been deleted from your QuickBooks Chart of Accounts, it will lead to errors in Webgility Online.

Steps to Resolve:

Follow the steps below to resolve the issue of a missing income account for your items in Webgility Online:

1. Access Sync Settings in Webgility Online:

  • Start by logging into Webgility Online.
  • Go to Sync Settings.

2. Check Income Account Association in Webgility Online:

  • In the Sync Settings interface, find the Products tab.
  • Look for the Income Account field under the Create New Product section.
  • If this field is blank, it indicates that items created by Webgility Online aren’t automatically linked to any income account, which could cause tracking issues.

3. Update the Income Account in QuickBooks (Desktop or Online):

Open QuickBooks and log in to your account. To ensure proper tracking of sales, you may need to create or update the income account associated with your products.

  • Access the Chart of Accounts:
    • In QuickBooks Desktop: Find it under the Lists menu > Chart of Accounts.
    • In QuickBooks Online: It is under the Accounting tab > Chart of Accounts.
  • Add a New Account (if needed):
    • In QuickBooks Desktop: Click the Account button (bottom left) > New.
    • In QuickBooks Online: Click the New button (top right).
  • Choose Account Type: When setting up the new account, select Income to categorize it as an income account, which tracks money coming into your business.
  • Enter Account Details:
    • Provide a descriptive name for the account, like "Sales Revenue" or "Online Sales Income."
    • Optionally, add a description.
    • Choose Sales of Product Income as the detail type to specify the account’s purpose.
  • Save the Account:
    • In QuickBooks Desktop: Click Save & Close.
    • In QuickBooks Online: Click Save and Close.

4. Confirm and Sync in Webgility Online:

After updating your QuickBooks, return to Webgility Online to ensure the changes are recognized and data is refreshed.

  • Return to Webgility Online’s Sync Settings and check the Products section to ensure the Income Account field under Create New Product is now filled in with the correct income account you've set up or selected.
  • To refresh your data from QuickBooks, click Download from Scratch. This will update all product and customer information from QuickBooks to ensure everything is current.

NOTE: For detailed instructions on downloading the latest data, you can refer to this article: Download the Latest Data from QuickBooks and Your Sales Channel in Webgility Online.