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Troubleshooting Amazon Settlement Reconciliation Issues Caused by Order Consolidation in Webgility Desktop

This article helps Webgility Desktop users troubleshoot and resolve Amazon settlement posting errors that disrupt reconciliation, particularly when order consolidation causes mismatched payment amounts. It provides step-by-step guidance to address errors related to consolidated or pending orders in the Amazon.

Causes of Issues

Settlement report posting failures may occur due to:

  • Mismatched payment totals caused by incorrect order consolidation.

  • Orders remaining in a pending or unposted state.

  • Combined payment information not aligning with QuickBooks records.

These issues typically prevent the settlement report from completing the payment posting step.

Step-by-Step Instructions

1. Confirm the Error

  • Open Webgility Desktop and review the settlement report status.

  • Look for error messages referencing payment mismatches or failed posting.

  • Identify affected order IDs listed in the error prompt.

2. Investigate Consolidation Activity

  • Navigate to Orders > Reports > Consolidate Report.

  • Review any recent order merges related to the affected settlement.

  • Confirm if multiple payments were merged incorrectly.

3. Identify Pending or Unposted Orders

  • Use Orders > Search Orders to filter for Pending transactions.

  • Take note of any orders linked to the stuck settlement report.

4. Unpost Consolidated Transactions

  • Go to Orders > Reports > Consolidate Report.

  • Select the affected batch and click Unpost Consolidation.

  • This restores orders to their individual state for troubleshooting.

5. Post Orders Individually

  • From New Orders, select each impacted order.

  • Click Post Order to push it to QuickBooks manually.

  • Confirm if the posting succeeds.

6. Retry Settlement Report

  • Return to Reports > Settlement Reports.

  • Attempt to Post Settlement Report again.

  • Confirm that the process now completes successfully.

7. Final Recommendations

  • Ensure no pending transactions remain.

  • Monitor the next settlement cycle to confirm ongoing accuracy.

Notes

  • Avoid unnecessary consolidation of orders unless required.

  • Always ensure all orders are posted individually before initiating a settlement or consolidation.

  • Backup your order data before making major changes to consolidated transactions.