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Resolving Sales Tax Mismatch Errors on Shopify Payouts Posting via Webgility Desktop

This article helps Webgility Desktop users resolve payout posting issues in QuickBooks Desktop caused by sales tax discrepancies, often resulting from recalculations by Avalara. It provides guidance on adjusting the order in QuickBooks by reallocating the tax difference to the shipping charges, ensuring the payout posts correctly and accounting records remain accurate.

Overview

Sometimes, payouts fail to post to QuickBooks Desktop when there's a mismatch in sales tax amounts—especially after sales tax has been recalculated by Avalara. This can lead to missing payments or failed postings for specific orders. Fortunately, there’s a straightforward way to fix this by adjusting how the tax difference is handled in QuickBooks.

When This Happens

This issue usually shows up when:

  • A payout won’t post to QuickBooks

  • The order appears to have unmatched or missing payments

  • You recently recalculated sales tax using an Avalara integration

How to Resolve It

1. Check for a Sales Tax Difference

  • Open the affected order(s) in your order system or Webgility Desktop

  • Compare the original tax amount with the recalculated tax from Avalara

  • Note the difference—this will help guide the fix

2. Adjust the Order in QuickBooks

To reconcile the totals:

  • Open the relevant order or payment entry in QuickBooks Desktop

  • Edit the transaction and increase the Shipping Charges by the amount of the tax difference

  • Make sure the updated shipping and tax matches the full order total

  • Save the changes

3. Try Posting the Payout Again

  • Go back to Webgility Desktop

  • Retry posting the payout for the adjusted order

  • It should now post successfully without errors

4. Verify Everything Looks Right

  • Check QuickBooks to confirm the payout shows up as expected

  • Ensure all order totals and payment values align properly

Tips

  • Adjusting the shipping charge is a useful workaround for small tax discrepancies, especially when reconciling with Avalara-corrected values

  • It’s a good idea to keep a note in QuickBooks or your order system explaining why the shipping was adjusted for future reference

Summary

If sales tax corrections from Avalara cause payout posting errors in QuickBooks Desktop, you can resolve most of these issues by reallocating the tax difference to the shipping charge. This keeps your accounting accurate and avoids posting failures—no technical tools required.