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Resolving Settlement Posting Failures Caused by Pending Orders with Incomplete Data in Webgility Desktop

This article helps Webgility Desktop users resolve settlement posting failures caused by pending orders with incomplete or outdated data. Such issues often occur when QuickBooks Desktop rejects the report due to data mismatches. By redownloading the order data, regenerating the report, and retrying the posting process, users can successfully complete the settlement. The article also emphasizes the importance of documenting the fix and communicating with customers once the issue is resolved.

Overview

If you’re running into errors while trying to post Amazon settlement reports for orders marked as pending, and the data fails to post to QuickBooks, you’re likely dealing with incomplete or corrupted order data. This article walks you through how to identify and fix these issues so you can post your settlements successfully and keep your books accurate.

This is especially useful if you're a new user evaluating Webgility Desktop, as it highlights how the platform handles reconciliation issues in real-world scenarios.

Root Cause: 

You might see this issue if:

  • A customer reports errors during a settlement post attempt.

  • QuickBooks rejects the settlement report due to data discrepancies.

  • One or more orders remain pending, preventing successful posting.

How to Fix It: Step-by-Step

  1. Review the Error Message
  • Check the error message in Webgility Desktop or QuickBooks Desktop.

  • Identify whether the issue is related to a specific settlement report or pending order.

Tip: Make a note of any missing order numbers or error codes.

  1. Inspect the Settlement Report
  • In Webgility Desktop, go to:
    Orders > Amazon > Settlement Reports

  • Open the affected settlement report.

  • Look for:

    • Missing order details

    • Status mismatches

    • Empty or partial rows

If anything seems off, that’s your signal to refresh the data.

  1. Redownload the Affected Order(s)
  • Go to your Order Management area in Webgility Desktop.

  • Find the pending order(s) causing the issue.

  • Select Redownload Order

This will pull the most up-to-date and complete order information directly from the connected channel (like Amazon).

  1. Regenerate the Settlement Report
  • After refreshing the orders, return to the Settlement Reports area.

  • Click to regenerate the report.

  • Confirm that all data now looks accurate and complete.

5. Retry Posting to QuickBooks

  • Attempt to re-post the corrected settlement report to QuickBooks Desktop.

  • Watch for the success confirmation message.

  • Check that all related transactions have posted correctly.