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Troubleshooting Slow Product Loading and Deposit Mismatch Errors in Webgility Desktop

This article helps Webgility Desktop users speed up their Products view and fix deposit mismatches in QuickBooks Desktop by guiding them through updating the application and ensuring items are mapped with unique SKUs before re-syncing orders.

What’s Going On

You might notice that your Products tab is loading slowly or that overpayments are throwing off your deposit reconciliation in QuickBooks. Often, this comes down to how items are mapped (especially when SKUs aren’t unique) and whether you’re running the latest Webgility Desktop version.

Common Signs

  • Lag or delay when you click into the Products list or mapping settings

  • Overpayment entries showing up in your deposit reports

  • Mismatch between order data and deposits after a sync

Why It Happens

  • Duplicate or non-unique SKUs create conflicts in the background, slowing queries and mixing up payments.

  • Outdated software can miss recent performance and mapping fixes.

Quick Steps to Get Things Zipping Again

1. Update Webgility Desktop

  1. In Webgility Desktop, click Help > Check for Updates.

  2. If an update is available, follow the prompts to download and install it.

  3. Close and reopen the app once the update finishes.

Keeping up with the latest version ensures you have all the performance improvements and bug fixes.

2. Use Unique Identifiers for Item Mapping

  1. Navigate to Connections > Accounting > Sync Settings > Products.

  2. Go to Products > Missing in QuickBooks and look for any mappings that use the same SKU on multiple items.

  3. Edit each mapping to use a truly unique identifier—like your internal item number.

  4. Save your changes and make sure the new mappings appear correctly.

Tip: A simple naming convention (e.g., ITEM1001, ITEM1002) helps prevent duplicates.

3. Re-Sync Your Orders

  1. Go to the Orders section and click Sync Now (or Redownload Orders).

  2. Wait for the process to finish—this may take a few minutes if you have a lot of data.

  3. Check that products load instantly and that orders look complete.

4. Double-Check Deposits in QuickBooks

  1. In Webgility Desktop, open your QuickBooks integration view.

  2. Review recent deposit records—overpayments should now align with actual transactions.

  3. If everything matches, you’re all set!

Friendly Tips for the Future

  • Review SKUs before importing new items—catch duplicates early.

  • Run updates regularly (at least once a month).

  • Keep a backup of your mapping settings so you can restore them if needed.

With unique item mappings and the latest Webgility Desktop version, your Products tab will fly open and your deposits will reconcile cleanly—no more surprises!