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Troubleshooting Missing Order and Sync Issues Causing Shopify Payout Posting Errors in Webgility Desktop

This article helps Webgility Desktop users troubleshoot Shopify payout posting errors, particularly those caused by missing or incomplete order downloads and API synchronization failures. It provides step-by-step guidance to identify root causes, verify sync status, and ensure accurate payout posting in QuickBooks Desktop.

Overview

This article provides step-by-step guidance for you to troubleshoot QuickBooks payout posting errors, particularly in scenarios involving

  • Missing or incomplete order downloads
  • Synchronization failures with Shopify via API

Scenario Summary

  • Missing Shopify orders for a specific date range (e.g., July).
  • Errors while posting Shopify payouts in QuickBooks.
  • Duplicate transactions in QuickBooks are due to order re-downloads without proper unsyncing.
  • “Order has already been posted” error message during payout processing.

Step-by-Step Troubleshooting Workflow

1. Confirm and Identify Missing Orders

  • Access your Shopify account.
  • Verify reported missing orders in Shopify Order History for the specified date range.
  • In Webgility, check which orders:
    • Failed to sync
    • Failed to post to QuickBooks

2. Download Orders from the Back Date

  • Manually download orders from Shopify for the missing date range.

Important: Do not re-download previously synced orders without using the Unsync feature first. Doing so may create duplicate entries in QuickBooks.

3. Check for Duplicate Orders in QuickBooks

  • In QuickBooks, search recent transactions or sales receipts.
  • Identify duplicate entries for the same order numbers.
  • Look for repeated transaction IDs or matching references.

4. Investigate the Payout Posting Error

  • Attempt to post the Shopify payout as normal via Webgility.

5. Re-Post the Shopify Payout

  • Retry the payout posting from Webgility or directly in QuickBooks.
  • Confirm the payout posts successfully with no errors.
  • Review the payout record and associated orders in both Shopify and QuickBooks.