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Resolving Payment Posting Errors Related to Missing 'Shopify Fee' Line Item in QuickBooks

This article helps Webgility Desktop users ensure that all products, services, and fees, including the 'Shopify Fee' item, are correctly mapped when syncing Shopify orders and payouts to QuickBooks Desktop using Webgility Desktop.

Overview

If you're encountering errors while syncing Shopify orders or payout reports to QuickBooks, it may be due to a missing or incorrectly mapped 'Shopify Fee' item. This article walks you through the steps to resolve the issue.

Symptoms

When attempting to post Shopify payouts or orders to QuickBooks, you may see error messages such as:

  • "Missing 'Shopify Fee' line item"
  • "Unable to complete payment posting."

These messages indicate a configuration issue related to fee mapping.

Root Cause

This error typically occurs for one of the following reasons:

  • The 'Shopify Fee' item is not set up in your QuickBooks Product/Service list.
  • Your integration settings in Webgility (or another sync tool) are outdated or missing the required mappings for Shopify fees and expenses.

Resolution Steps

Follow the steps below to fix the issue:

Step 1: Re-download Your QuickBooks Item List

  1. Open your Webgility app and go to Connections > Get Latest Data & Settings
  2. Navigate to 'Download QuickBooks Data and Settings'.
  3. Locate the option to Re-download All Data.

Tip: This ensures that all current line items, including 'Shopify Fee', are available in Webgility for mapping.

Step 2: Verify and Re-save Fee & Expense Mappings

  1. In Webgility, navigate to Sync Settings and save all the Expense and Fee settings.
  2. Check whether 'Shopify Fee' appears in the list.
  3. If it’s missing, select it from the refreshed QuickBooks list.
  4. Review all other relevant fee and expense mappings for completeness.
  5. Click Save to update your settings.

Step 3: Repost the Payout or Order

  1. Return to the Orders then Payouts section in Webgility.
  2. Locate the failed post attempt in the Activity Log.
  3. Click to Repost the Shopify order or payout.
  4. Confirm that the error is resolved and the payment successfully posts to QuickBooks.

Post-Resolution Checklist

After reposting, confirm the following:

  • The Shopify payout/order appears correctly in QuickBooks.
All line items, including the 'Shopify Fee', are properly itemized.