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Troubleshooting Payout Posting Issues from Shopify to QuickBooks Desktop in Webgility Desktop

This article helps Webgility Desktop users troubleshoot and resolve payout posting errors when syncing orders from Shopify to QuickBooks Desktop via Webgility Desktop. These errors often result from order status mismatches, outdated sync data, or integration issues, and the guide provides step-by-step instructions to ensure Shopify payouts are accurately reflected in QuickBooks Desktop.

Resolution Steps

Step 1: Disable the Webgility Scheduler

To avoid interference from background processes while troubleshooting:

  1. Launch Webgility Desktop.

  2. Locate the “W” icon in your system tray (bottom-right corner of your screen).

  3. Right-click the icon and select Exit to fully shut down the Webgility Scheduler.

Important: Ensure the scheduler remains disabled throughout the troubleshooting process.

Step 2: Navigate to the Payouts Section

Identify the specific order that’s failing to post:

  1. In Webgility Desktop, go to Orders > Shopify > Payouts.

  2. Review the list and note the order number with the payout posting issue.

Step 3: Redownload the Affected Order

Depending on where the order currently resides in Webgility Desktop, follow the instructions below:

a. If the order is in the New Orders tab:

  • Redownload the order directly from the New Orders tab.

b. If the order is in the Posted Orders tab:

  1. Navigate to Posted Orders.

  2. Unsync the order from QuickBooks Desktop.

  3. Then, redownload the order.

c. If the order is in the Archived tab:

  1. Move the order to the Posted Orders tab.

  2. Undo-sync the order from QuickBooks Desktop.

  3. Redownload the order.

d. If the order is in the Repository:

  1. Go to the Repository tab.

  2. Move the order to the Archived tab.

  3. Then, move it to Posted Orders.

  4. Undo-sync the order from QuickBooks Desktop.

  5. Redownload the order.

Step 4: Reattempt to Post the Payout

Once the order has been successfully redownloaded and is in the correct status:

  • Reattempt the payout posting to QuickBooks Desktop from within Webgility Desktop.

    Result: The payout posting error should now be resolved