Troubleshooting issues with payment creation when posting orders from Webgility Desktop
This article helps Webgility Desktop users troubleshoot and resolve issues with payment creation when posting orders to QuickBooks Desktop, specifically for orders that were not marked as paid during the order download process.
Overview
This guide details the resolution process for issues where payments are not generated for sales orders due to orders not being marked as paid during the import/download process.
Symptoms
- Payments are not created for incoming sales orders.
- Sales orders appear as unpaid in the system despite payment being completed externally.
Root Cause
The root cause is typically a misconfiguration in the order download or import settings, leading to orders being imported with the Paid status unset. This prevents the payment generation workflow from triggering.
Steps to Resolve
1. Verify Sales Order Payment Status
- Go to Sales Orders in your sales channel administration panel.
- Locate recent orders reported as missing payments.
- Check the Paid status field. If it is No or Unpaid, continue to the next steps.
2. Review Download/Import Settings
- Access the Order Download Settings under the Connection > Sales Channels > Settings.
- Confirm that the mapping or rules for Order Paid status are enabled and correctly assigned based on external payment confirmations.
- Adjust the settings to ensure any order marked as paid in the source system is also marked paid in your application when imported.
3. Redownload or Re-import Orders
- Re-download the affected sales orders using the updated settings.
- Alternatively, use an order re-sync function if available.
- The orders should now import with the correct paid status.
4. Confirm Payment Creation Workflow
- After re-importing, verify that payments are automatically generated for the sales orders.
- Post a test sales order (if required) to confirm the settings are functioning as intended.