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Resolving Shopify Payout Posting Issues Due to Settings Misconfiguration

This article helps Webgility Desktop users troubleshoot Shopify payout posting issues in Webgility Desktop that are commonly caused by misconfigured settings. It provides step-by-step instructions to identify and correct these settings, ensuring accurate payout reconciliation.

Overview

If you're encountering issues with Shopify payouts not posting correctly to QuickBooks via Webgility Desktop, it's likely due to misconfigured settings. Follow the steps below to identify and rectify these settings:

1. Verify Order Posting Settings

Ensure that orders are configured to post as invoices and are marked as paid for accurate payout reconciliation.

  • Go to: Connections > Accounting/POS/ERP > Sync Settings > Orders

  • Under Transaction Type, select Invoice

  • Check the option "Mark Invoice as Paid"

  • Set the Payment Date to Payout Date

  • Choose the appropriate Deposit To account (e.g., Shopify Clearing)

  • Click Save to apply the changes

2. Configure Credit Memo Settings for Refunds

Properly setting up credit memos ensures that refunds are accurately reflected in QuickBooks.

  • In the same Posting Settings section, locate the Credit Memo settings

  • Enable "Create Refund Payment when Payout is posted."

  • Set the Payment Date to Payout Date

  • Click Save to confirm the settings

3. Set Up Expenses & Fees

Record payment processor fees and payout adjustments correctly.

  • Go to: Connections > Accounting/POS/ERP > Sync Settings > Expenses & Fees

  • Enable "I want to record payment fees."

  • Choose to record fees as a Check

  • Select the same Bank Account used for deposits (e.g., Shopify Clearing)

  • Set the Check Date to Payout Date

  • Click Save to finalize the configuration

4. Enable Partial Refund Downloads

Make sure partial refunds are properly captured.

  • Go to: Connections > Sales channel > Settings

  • Enable the option "Get refund and record in"

  • Select the appropriate account for recording refunds

  • Click Save to apply the settings

5. Download Shopify Payouts

Download payouts to begin reconciliation.

  • Go to: Orders > Shopify > Payouts

  • Click "Get Payouts" and choose either By Range or By ID

  • For By ID, obtain the Payout ID from your Shopify account

  • Verify that downloaded payouts appear in the list

6. Post Payouts to QuickBooks

Post the downloaded payouts to QuickBooks.

  • Select the desired payout(s)

  • Click "Post to QuickBooks."

  • Webgility will check for errors, resolve any issues, and post the transactions

  • Once posted, payouts will show a Posted status

7. Archive Settled Payouts

Keep records organized by archiving settled payouts.

  • After confirming a payout is settled, click the Archive icon next to the payout

  • To view archived payouts, click "View Repository"

  • From the repository, payouts can also be unarchived if needed