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Troubleshooting Order Number Discrepancies and Connection Errors Between Shopify and QuickBooks Desktop

This article helps Webgility Desktop users resolve order number discrepancies during order posting and troubleshoot connection issues between Webgility Desktop and QuickBooks Desktop.

Overview

This article provides support guidance for resolving order number discrepancies and connection/posting errors when syncing Shopify orders to QuickBooks Desktop. It covers:

  • Mismatches between Shopify order numbers and QuickBooks sales receipt numbers
  • Adjusting order posting/grouping settings
  • Addressing QuickBooks Desktop connection certificate issues

Understanding Order Number Discrepancies

Shopify order numbers and QuickBooks sales receipt numbers may not align due to the grouping method used during order posting. By default, the integration may group orders by transaction date, resulting in single sales receipts representing multiple Shopify orders or different numbering sequences.

Causes

  • Order Grouping by Date: Multiple Shopify orders are combined under one sales receipt if they share the same posting date.
  • Posting Settings: Default or user-defined posting preferences under the Sync settings in Webgility.

Adjusting Posting/Grouping Settings

To change how Shopify orders are posted to QuickBooks Desktop, follow these steps:

  1. Open the Webgility Desktop App
  2. Navigate to Settings: Click on Connections then go to Accounting/POS/ERP and then Sync Settings 
  3. Locate Order Grouping Options: Look for order posting settings in the posting rules section.
  4. Select Preferred Option:
    • Individual Posting: Each Shopify order posts as a separate QuickBooks transaction.
    • Grouped by Date: All orders from the same day are grouped into one transaction.
  5. Save Changes: Click Save or Apply to confirm the new configuration.

Note: Changing posting methods only affects future uploads to QuickBooks; previously posted data remains unchanged.

Resolving QuickBooks Connection & Certificate Errors

After updates to the integration or QuickBooks Desktop, connection issues such as certificate errors can occur and block order posting. To resolve:

  1. Open QuickBooks Desktop.
  2. Access the Apps/Integrated Applications tab:
    • Go to Edit > Preferences > Integrated Applications.
    • Select Company Preferences.
  3. Review Certificate Authorization:
    • Remove outdated or invalid certificates associated with the integration.
  4. Re-Establish Connection:
    • Return to the Webgility app, trigger a new connection request under Connections > Accounting/POS/ERP > Edit Connections. Approve and generate a new security certificate when prompted in QuickBooks.
  5. Test Order Posting:
    • Attempt to post a new order from Shopify to confirm the error is resolved.