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How to Fix Past Due QuickBooks Invoices When Posting Shopify Payouts

Configure Webgility Desktop settings to ensure invoice payments record correctly when Shopify payouts sync.

Overview

If you notice that invoices are being created in QuickBooks Desktop through Webgility Desktop without the corresponding payments, and the invoices appear as Past Due, review the payment settings under the Payout tab in Webgility's Sync Settings.

Disabling the option to create payments when posting payouts may resolve this issue.

Symptoms

You may experience the following behavior:

  • Orders are successfully posted to QuickBooks Desktop, and invoices are created.
  • Payments are not recorded against the invoices.
  • Invoices appear as Past Due in QuickBooks Desktop.
  • No specific error message is displayed during posting.

Applies to: Shopify stores that sync to QuickBooks Desktop and use payout reconciliation.

Error message: None. The orders post, but without payments.

Why it happens

The Payout tab in the Shopify Sync Settings has an option to create a payment when posting payouts, with the payment date set to the payout date (for invoices and sales orders). When this option is on, payments are tied to payout posting. If the payout has not posted yet, the invoice is created without a payment and shows past due.

How to fix it

  1. Confirm the payment method on the order and the order posting settings are set up correctly.

  2. In the Webgility Desktop app navigate to Connections > Accounting/POS/ERP > Sync Settings > Orders > Posting Rules > Select the transaction type for posting orders > Invoice > Setup > Check and make sure “Mark invoice paid?” is selected.

    You can also try to save the configuration by clicking on Save > Save and Continue.

  3.  In Webgility Desktop click Connections > Sales Channel > Advance Settings > Additional Settings > check the box for “Only apply the payment to the invoices that are posted by Webgility” > Save and Close. Once done then try to post the order again. 
  4. In Webgility Desktop, open Sync Settings under Connections > Accounting/POS/ERP for the Shopify store and go to the Payout tab.
  5. Under Orders Setup, uncheck Create a payment when posting payouts with payment date as payout date. (for Invoice and Sales Order), as highlighted below.
  6. Click Save & Close.
  7. Unsync the affected order, then sync it again. The order now posts with its payment.

 

Notes

  • With this option off, payments are recorded when the order posts instead of when the payout posts.
  • Check this setting first when invoices appear in QuickBooks without payments.

Still seeing the issue?

Contact Webgility Support with the order number and a screenshot of your Payout settings.