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Troubleshooting Payout Posting error 'Invoice Is Not Paid Yet' due to order still unpaid in QuickBooks Desktop

This help article helps Webgility Desktop users troubleshoot and resolve the error “Invoice is not yet paid” that occurs when posting Shopify payouts, caused by orders marked as unpaid in QuickBooks Desktop.

Overview

When payout reports fail to post to QuickBooks, remaining stuck at the refund stage with an 'Invoice is not paid yet' error, manual intervention and workflow adjustments are required. This guide details the steps performed to resolve this issue and ensure continued automated processing.

Error Details

  • Error Message: 'Invoice is not paid yet.'
  • Symptoms: Payout reports not posting to QuickBooks, stuck at refund stage
  • Root Cause: Attempting to post a payout or refund for an invoice that QuickBooks considers unpaid

Step-by-Step Resolution

1. Identify Affected Orders

  • Run the payout posting job and review the error or logs for failures related to payout report uploads.
  • Filter logs and error reports for 'Invoice is not paid yet' messages.

2. Unsync Impacted Orders

  • In Webgility, locate orders referenced in failed payout posts.
  • Unsync these orders.

3. Disable "Create Payment When Posting Payout"

  • Navigate to Sync settings under Connections > Accounting/POS/ERP.
  • Disable the Create Payment when posting payout option. This prevents the system from attempting to create or apply payments to unpaid invoices during payout posting, which triggers the error.

4. Repost Unsynced Orders

  • Use the batch repost function or manually trigger resync for the previously affected orders.
  • Confirm that no errors occur and orders complete posting.

5. Verify Payout Postings

  • Run test payout and refund postings for the affected time period.
  • Review QuickBooks to ensure all payouts are reflected as expected and reconciled.