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Troubleshooting Large Open Balances in QuickBooks - Webgility Desktop

This article helps Webgility Desktop users address challenges related to large open balances in QuickBooks especially when Webgility Desktop integration involves multiple order payment types, refunds, and manual entries. It explains steps to reconcile payouts, manage gift card payments, and process refunds effectively to maintain accurate financial records.

 

Overview

A large open balance in QuickBooks (e.g over $50,000) can be challenging, especially when Webgility integration involves various order payment types, refunds, and manual entries. This guide explains steps to address the open balance, reconcile payouts, handle gift card payments, and process refunds more effectively.

Why Open Balances Occur

Large open balances may result from:

  • Unmatched or incomplete payout records
  • Manual payouts or refunds not correctly linked to invoices
  • Gift card payments posted differently from other payment types
  • Duplicate or missing invoices
  • Payment posting rules not fully aligned with payment workflows

Steps to Resolve Your Open Balance

1. Understand the Source of Open Balances

  • Review pending and posted payouts in your Payouts and QuickBooks.
  • Identify invoices associated with gift cards or refunds.
  • Note any manual entries made for refund adjustments or gift card payments.

2. Reconfigure Order Posting Rules

Tailor the way orders are posted to QuickBooks:

  • Navigate to Connections > Preferences > Order Settings > Preferred Accounting Method > Choose Summary Option.
  • Adjust posting rules to differentiate between normal payments, gift cards, and refunds. Navigate to sync settings > orders.
  • This separation helps clarify which invoices include which payment types.

3. Reconcile Invoices with Payouts

  • Open QuickBooks > Customers > Customer Center.
  • Filter for invoices with open balances.
  • Cross-reference these with the payout reports from your sales channel (e.g., Shopify, Amazon).
  • Match payouts to invoices, especially noting any that included refunds or were paid via gift cards.

4. Address Manual Entries and Refunds

  • Identify any manually entered payouts or refund adjustments.
  • Ensure each manual entry in QuickBooks clearly notes the reason and matches a specific invoice or payout.
  • For discrepancies, create adjustment entries or correct posting rules as needed.

5. Focus on Recent Payouts

  • Going forward, process only pending/recent payouts through Webgility.
  • Confirm each new payout matches corresponding invoices in QuickBooks, particularly for payment methods involving gift cards or refunds.

Tips for Success

  • Maintain regular communication with your support team if you spot unexplained balances.
  • Share relevant account credentials securely when requested, following your provider’s protocols.
  • Document any manual adjustments for clear audit trails.