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Troubleshooting QuickBooks Order Posting and Scheduler Issues

This article helps Webgility Desktop users resolve order posting failures to QuickBooks Desktop by outlining best practices and troubleshooting steps. It focuses on fixing item mapping errors, validating scheduler settings, managing batch or manual postings, and monitoring integration status across multiple store profiles.

Overview

This article outlines best practices and troubleshooting steps for resolving order posting failures to QuickBooks from integrated e-commerce platforms. The focus is on correcting item mapping errors, validating scheduler configurations, managing batch/manual postings, and monitoring ongoing integration status across multiple store profiles.

Understanding Common Causes

Frequent order posting failures are typically due to

  • Incorrect or incomplete item mappings between store items and QuickBooks SKUs.
  • Scheduler misconfiguration (e.g., improper run conditions, intervals, or triggers).
  • Manual intervention is required for certain orders due to grouping or mapping gaps.
  • Store-specific configuration drift.

 

Step 1: Review and Correct Item Mappings

  1. Go to the Products section in Webgility.
  2. Review all mapped and unmapped items:
    • Ensure every item/SKU in your store has a corresponding active mapping in QuickBooks.
    • For unmapped items, use the Add Mapping feature or link to the proper QuickBooks item.
  3. Save all changes and re-sync mappings if bulk edits are made.

Step 2: Verify Scheduler Configuration

  1. Navigate to the Scheduler settings within the Webgility Desktop application.
  2. Confirm the following settings are aligned with customer requirements:
    • Trigger conditions (e.g., post orders when status is ‘Paid’ and/or ‘Shipped’)
    • Frequency/Interval setup (validate recurrence and timezone selection)
    • Target Profiles/Stores are correctly included in the schedule.

Step 3: Bulk or Manual Order Posting

  1. For outstanding or failed orders:
    • Check the Error or Scheduled tab to look for ‘Not Posted’ or ‘Failed’ orders.
    • Select affected orders and use the Post to QuickBooks function to send them manually to QuickBooks.
  2. Note: Ensure all item mappings are in place before attempting batch posting to prevent further errors.

Step 4: Monitor Results and Log Issues

  1. Review scheduler logs and the history tab for the impacted order.
  2. Review failed attempts, noting any item, profile, or store-specific inconsistencies.
  3. Fix the mapping or scheduler settings as per the error, and then try to post the order again.