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Resolving Item Mapping Errors Causing Order Sync Failures in Webgility Online

This article helps Webgility Online users in resolving order posting failures in Webgility Online caused by item mapping issues during syncing with QuickBooks Online. These errors occur when items in an order are missing from Webgility Online or aren’t properly linked to their QuickBooks Online counterparts. The article provides step-by-step instructions to identify and fix these mapping errors, ensuring successful order posting.

Overview

Item mapping issues are a common cause of order posting failures in Webgility Online, especially during integration with QuickBooks Online. These errors typically occur when items in an order do not exist or are not properly mapped in Webgility. This article walks you through identifying and resolving such issues.

Common Symptoms

  • Errors when attempting to post orders due to unmapped or missing items.

  • The product list in Webgility does not match the item list in QuickBooks.

  • Orders fail with messages referencing "missing item" or "unable to locate product".

Root Cause

The items used in the order are available in QuickBooks Online but are not yet imported or mapped correctly in Webgility Online. As a result, Webgility cannot identify where to record those items during the order posting process.

Step-by-Step Resolution

1. Reproduce the Issue and Review the Error

  • Go to Orders > Ready to Post in Webgility Online.

  • Attempt to post the failed order.

  • Review the error details and note the item(s) causing the failure.

2. Compare Item Lists Between Webgility and QuickBooks

  • In QuickBooks Online, open your Products and Services list.

  • In Webgility Online, go to Products > Item List.

  • Compare both lists to find missing or mismatched items.

3. Refresh Items in Webgility

  • In Webgility Online, navigate to:

    • Products > Manage Items > Refresh Items.

  • This triggers a sync and pulls the latest product/item list from QuickBooks into Webgility.

💡 Note: Make sure your QuickBooks connection is active before refreshing items.

4. Verify and Map Items

  • Go to Products > Manage Items.

  • Use the Map Items feature to ensure each product in Webgility is correctly linked to its counterpart in QuickBooks.

  • If an item appears in QuickBooks but not in Webgility, check for filters (e.g., inactive items) or sync issues.

5. Retry Posting the Order

  • Return to Orders > Ready to Post.

  • Select the previously failed order and click Post to QuickBooks.

  • Confirm that the order posts without any mapping errors.