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Troubleshooting Tax Mapping and Product Matching Issues for Shopify Orders posting in QuickBooks Desktop via Webgility Desktop

This article helps Webgility Desktop users troubleshoot errors encountered when posting orders from Shopify to QuickBooks Desktop through Webgility Desktop. It explains that tax mapping and product matching configurations are common causes and provides guidance to resolve these issues for a smooth integration.

Causes of Issues

  • Incorrect or missing tax mappings between Shopify and QuickBooks, especially with state-specific rates.

  • Unmatched product variations between Shopify and QuickBooks (e.g., mismatched SKUs).

  • Outdated product catalogs not refreshed after changes in Shopify.

Step-by-Step Instructions

1. Fix Sales Tax Mapping Issues

  • Verify Tax Configuration

    • Confirm your business location (e.g., Massachusetts).

    • Check tax rules set on your sales channel.

    • Review third-party tax provider settings (Avalara, TaxJar).

  • Review Tax Rules

    • Go to: Connections > Accounting/POS/ERP > Sync Settings > Sales Tax.

    • Check all tax zones and state-specific overrides.

  • Simulate Orders

    • Place test orders for in-state and out-of-state addresses.

    • Ensure tax applies only to Massachusetts addresses.

  • Check Tax Provider Setup

    • Validate mapped states in Avalara/TaxJar.

    • Confirm MA-only jurisdiction setup and correct API credentials.

  • Audit Recent Changes

    • Look for platform or plugin updates that could affect tax logic.

  • Fix Tax Mappings

    • Remove unwanted state zones.

    • Ensure MA zone has correct zip codes only.

  • Update Tax Provider Config

    • Restrict tax collection to MA in provider dashboard.

    • Reauthorize or refresh connection.

  • Re-test

    • Run test orders again to confirm only in-state tax applies.

  • Best Practice

    • Regularly review tax settings after updates.

    • Consider consulting a tax advisor for compliance.

2. Resolve Product Matching Issues

  1. Check Product Variations in Shopify:

    • In Shopify Admin, go to Products.

    • Verify all variants (e.g., sizes, colors) have correct SKUs matching QuickBooks.

  2. Re-sync Product Catalog in Webgility:

    • Steps to Download the Latest Sales Channel Data & Products

    1. Go to Connections > Sales Channel > Advanced Settings.

    2. Under the Application tab, click Clear for Last download date for Store Item, then Save and Close. 

    3. To refresh products, go to Products > All Products under your Sales Channel, then click the refresh icon.

    • Steps to Download the Latest Accounting Data & Products

    1. Go to Connections > Sales Channel > Advanced Settings.

    2. Clear Last download date for both QuickBooks Items and QuickBooks Customers, then Save and Close.

    3. Navigate to Connections > Get Latest Data & Settings.

    4. Click the dropdown next to Download Data, choose Re-Download All Data.

    5. To download only items, go to Products > All Products (QuickBooks) and click Download Products from Scratch.

     

  3. Review Product Matching in Webgility:

    • Go to the Products tab in Webgility Desktop.

    • Select Product Matching under the relevant sales channel.

    • Review item mappings carefully:

      • Fix mismatched SKUs.

      • Add any new items that were missing.

      • Remove outdated entries.

    • Save changes once your mappings are updated and aligned with the latest download. 

  4. Retry Order Posting:

    • Post the previously failed order again.

    • Watch for errors related to product mismatch.

Notes:

  • Please make sure product variations are filled out in Shopify.

  • If mapping or posting issues persist, recheck tax mapping or SKUs.