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Troubleshooting WooCommerce-QuickBooks SKU Display and Order Posting Errors

This article helps Webgility Desktop users troubleshoot common integration issues between WooCommerce and QuickBooks Desktop, focusing on resolving problems with product SKUs not displaying correctly and orders failing to post to QuickBooks Desktop.

Overview

If your product SKUs aren't appearing correctly in WooCommerce or your orders are failing to post to QuickBooks through Webgility Desktop, this guide is for you. These issues can often be linked to how product SKUs are managed and synchronized between your systems. We'll walk you through checking your settings and applying common fixes.

Problem Summary

You might be experiencing this issue if:

  • Product SKUs are missing or incorrect when viewing orders in WooCommerce.
  • Orders from WooCommerce are failing to transfer or post to QuickBooks.
  • Even after initial fixes, some specific orders still show errors when trying to post to QuickBooks.

Step-by-Step Troubleshooting Guide

Follow these steps to diagnose and resolve SKU display and order posting errors.

1. Confirm the Issue

First, verify that the problem is indeed related to SKUs or order posting.

  1. Review your recent WooCommerce orders and Webgility Desktop error logs. Are there any orders with missing or incorrect SKUs?
  2. Do you see specific error messages when trying to post orders to QuickBooks? Make a note of any error codes or messages, as they can be helpful for further troubleshooting.

2. Check WooCommerce and Webgility Desktop SKU Sync

Ensuring your SKUs are correct in WooCommerce and properly synchronized in Webgility Desktop is vital.

  1. Verify SKUs in WooCommerce: Log in to your WordPress Admin Dashboard. Go to Products > All Products. Confirm that all your products have unique and correct SKUs assigned to them.
  2. Update Webgility Desktop: Make sure your Webgility Desktop application is running the latest version.
    • If you're logged in: Go to Help > Check for Updates > Update.
    • If you cannot log in: Download the latest version from portal.webgility.com.
  3. Update Webgility WooCommerce Connector Plugin: Ensure the plugin in your WordPress is also updated.
    • Download the latest plugin: From portal.webgility.com, navigate to the Downloads section.
    • In your WordPress Admin Dashboard, go to Plugins > Add New > Upload Plugin, and select the downloaded file. Click Install Now and Activate.
  4. Trigger a Manual Product/SKU Sync in Webgility Desktop:
    • In Webgility Desktop, go to Products > Get Products to pull updated product information, including SKUs, from your WooCommerce store.

3. Analyze Order Posting Failures

If orders are still failing to post, let's look closer at the errors.

  1. Inspect Failed Order Logs in Webgility Desktop: In Webgility Desktop, go to Error tab > Open an order and View the History, Identify Failure Causes: See if the failures are consistently linked to missing/incorrect SKUs, or if there are other order data issues (e.g., customer information, tax setup).

4. Apply Identified Fixes

Based on your findings, apply the necessary fixes.

  1. Ensure Correct SKUs in WooCommerce: If you identified missing or incorrect SKUs, manually correct them in your WooCommerce product settings. If you have many products, you might consider using WooCommerce's product import/export feature to update SKUs in bulk, ensuring they are unique and accurate.
  2. Reauthorize and Reconfigure QuickBooks Integration: Sometimes, re-establishing the connection between Webgility Desktop and QuickBooks helps.
    • In Webgility Desktop, go to Connections > Accounting / POS > Manage Accounting / POS > Edit.
    • Select your QuickBooks company file and click Reconnect or Edit Connection > Test connection.
    • Ensure that any relevant QuickBooks item settings or mappings within Webgility Desktop are correctly configured to recognize your SKUs.
    • Verify that your WooCommerce store is properly linked to QuickBooks in Webgility Desktop.
  3. Verify WooCommerce Connector Plugin Activation: Double-check in your WordPress Admin Dashboard (Plugins > Installed Plugins) that the Webgility WooCommerce Connector plugin remains active.

5. Test and Validate the Solution

After applying fixes, always test to ensure the problem is resolved.

  1. Post Test Orders: Create one or more new test orders in your WooCommerce store.
  2. In Webgility Desktop, try to post these test orders to QuickBooks.
  3. Monitor for Errors: Confirm that orders are now transferring correctly without errors. Continue to monitor for any specific order errors that might require separate handling (e.g., issues with product item mappings in QuickBooks, or specific data formatting problems).

Common Connection Issues & How to Fix Them (General)

Here are other general connection problems that can affect your WooCommerce integration and how to fix them:

Blocked Webgility Extension Access

Your WooCommerce store's security settings (e.g., hosting firewall) might be blocking Webgility from connecting.

  • Solution: Whitelist Webgility IPs To allow Webgility to securely communicate with your store, please whitelist the following IP addresses in your WooCommerce hosting environment:
    • 183.182.84.170
    • 111.118.255.21
    • 54.69.99.71

Incorrect Webgility Extension URL

Using the wrong URL during the connection process can cause failures.

Incorrect WooCommerce Admin Credentials

Make sure you are entering your WooCommerce admin username and password when connecting your store in Webgility Desktop.

Outdated Webgility Extension

If you've updated your WooCommerce store but not the Webgility WooCommerce Connector plugin, you may see:

  • 403 Forbidden
  • 500 Internal Server Error

To update your Webgility WooCommerce Connector plugin:

  1. Download the latest Webgility/WooCommerce integration plugin. The latest version is available from your Webgility account portal. Log in to portal.webgility.com and navigate to the Downloads section to find the WooCommerce plugin file.
  2. Log in to your WordPress admin panel.
  3. Go to Plugins > Add New > Upload Plugin and select the update package you downloaded.
  4. Click Install Now and then Activate the updated module.
  5. Confirm successful update under Plugins list.

Troubleshooting Error Messages (General)

To test and manage your store connection:

Go to Connections > Sales Channels > Manage Sales Channel > Edit Connection in Webgility Desktop.

Enter your Webgility Extension URL, WooCommerce admin username, and password.

Click Test Store Connection.

You might see one of the following messages:

  • “We are facing an issue while processing your request. Please try again later.”
  • “The remote server returned an error. (501) Service Temporarily Unavailable.”
  • “Not able to connect to WooCommerce.”

🛠 How to Fix These Errors:

Step 1: Test Extension URL in Browser

Paste your Webgility Extension URL into your browser. If it returns an error like:

  • 403 Forbidden
  • Page Not Found
  • Access Denied

Continue with the steps below.

Step 2: Checklist to Resolve Access Errors

  • ✅ Ensure the following IPs are whitelisted: 183.182.84.170, 111.118.255.21, 54.69.99.71
  • ✅ Confirm that your Webgility files on your hosting server have Read/Write/Modify permissions.
  • ✅ Make sure you’re using the latest version of Webgility Desktop.
    • If you're already logged in: Go to Help > Check for Updates > Update
    • If you're unable to log in: Download the latest version from portal.webgility.com
  • ✅ Upgrade to the latest Webgility Extension for WooCommerce if needed (download from portal.webgility.com).

🔄 Verifying Webgility Extension Version

Paste the Webgility Extension URL into your browser.

The version number will be visible at the top of the page.

Ensure it matches the latest release available from portal.webgility.com.

Connection Tips

If you’re still having trouble connecting:

  • Try modifying the URL format:
    • Add or remove www
    • Switch from http to https or vice versa

Best Practices

  • Regularly update all your WooCommerce plugins, your WordPress core, your Webgility Desktop application, and your QuickBooks software to avoid compatibility issues.