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Troubleshooting Payout Posting Failures in Webgility Desktop Due to Open Transactions in QuickBooks Desktop

This article helps Webgility Desktop users resolve payout posting errors in Webgility Desktop when integrating with QuickBooks Desktop. These errors typically occur when a transaction is already open or in use within QuickBooks Desktop, preventing successful posting. The guide provides step-by-step instructions to identify the cause and close conflicting records, ensuring smooth and uninterrupted payout posting.

Causes of the Issue

  • A transaction (invoice, payment, etc.) is open in QuickBooks on another computer.

  • QuickBooks locks the record, blocking Webgility Desktop from posting payouts.

  • Sync attempts fail, and the payout remains unposted in QuickBooks.

Step-by-Step Instructions

1. Verify the Error

  • Review the error message in Webgility Desktop.

  • Confirm it refers to a transaction that is open or locked.

2. Identify the Open Transaction

  • Ask team members if anyone has the mentioned record open in QuickBooks.

  • Have them close the transaction window fully.

3. Close the Record in QuickBooks

  • Ensure the record is saved and fully closed.

  • Make sure no background process is using the file.

4. Unsync or Roll Back the Payout

  • In Webgility Desktop, locate the payout that failed to sync.

  • Use Unsync to clear the error.

5. Repost the Payout

  • Reattempt the payout sync from Webgility Desktop.

  • Wait for confirmation that the posting was successful.

6. Confirm Resolution

  • Verify the payout is now visible in QuickBooks.

  • Ensure additional payouts are processing correctly.

Best Practices

  • Avoid leaving QuickBooks transactions open when using Webgility Desktop for syncing.

  • For teams sharing QuickBooks access, use clear communication to avoid conflicts during posting.

Note: This article is specific to Webgility Desktop with QuickBooks Desktop integration. For similar issues on Webgility Online or other accounting platforms, please consult the appropriate guide.