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Resolving Item Mapping and Scheduler Errors Affecting Order Posting in Webgility

This article helps Webgility Desktop users troubleshoot and resolve order posting failures from Webgility Desktop to QuickBooks Desktop. It covers common causes such as item mapping errors, scheduler misconfigurations, and inconsistencies across store profiles, providing essential checks and step-by-step fixes to restore seamless order integration.

Overview

When orders fail to post to QuickBooks Desktop from your e-commerce platform via Webgility Desktop, the root causes are often related to:

  • Incorrect or missing item mappings between your store and QuickBooks Desktop

  • Improperly configured scheduler settings

  • Manual posting needs for orders that don't meet automated criteria

  • Store-specific integration inconsistencies or profile misalignment

Following the steps below will help you resolve the issue and prevent it from happening again.

Step 1: Review and Correct Item Mappings

  1. Open Webgility Desktop and go to the Products section.

  2. Review your Mapped and Unmapped items.

    • Make sure every item or SKU from your store is linked to the correct item in QuickBooks Desktop.

    • Use the Add Mapping option to create new links where needed.

  3. If you've made bulk changes, click Save and re-sync your item mappings to update the integration.

Tip: Unmapped or incorrectly mapped items are one of the most common reasons for order posting failures.

Step 2: Verify Your Scheduler Settings

  1. In Webgility Desktop, open the Scheduler Settings window.

  2. Check the following configurations:

    • Trigger Conditions: Are orders set to post only when they are marked as Paid, Shipped, or both?

    • Frequency and Interval: Ensure the posting schedule is correctly aligned with your time zone and desired automation window.

    • Target Store Profiles: Confirm that the correct stores or sales channels are selected.

If the scheduler is misfiring or missing orders, it’s likely due to incorrect trigger or frequency settings.

Step 3: Post Orders Manually or in Bulk

If there are failed or stuck orders:

  1. Go to the Orders tab and check the Error, Scheduled, or Not Posted section.

  2. Select any orders you want to retry and click Post to QuickBooks Desktop.

  3. Monitor the posting confirmation. If posting fails again, double-check the item mapping and scheduler triggers before retrying.

Manual or batch posting should only be done after verifying item mappings to avoid repeat errors.

Step 4: Monitor Integration Logs and Address Issues

  1. Go to the History tab or Scheduler Logs to review details for any failed postings.

  2. Look for specific errors:

    • Item not mapped

    • Store profile mismatch

    • Posting blocked due to missing status criteria

  3. Correct the specific issue in either the item mapping or scheduler settings.

  4. Attempt to post the order again and confirm the success in logs.