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Webgility Desktop Guide: How to Update, Fix Missing Orders & Set Up Consolidated Posting

This guide helps Webgility Desktop users keep the Webgility Desktop application running smoothly by covering three essential processes: applying regular software updates, ensuring accurate order downloads, and streamlining accounting through consolidated posting. By following these best practices, users ensure smoother operations, fewer sync errors, and a cleaner accounting system with Webgility Desktop.

How to Update Webgility Desktop Using the “Check for Updates” Option

Webgility releases regular updates to enhance features, fix bugs, and boost performance. Here's how to manually update the application:

Steps to Update:

  1. Launch Webgility Desktop and log in.

  2. Navigate to Help > Terms and Privacy to check your current version.

  3. Go to Help > Check for Updates.

  4. In the update prompt:

    • Review your current and latest available version.

    • Click Update.

    • Make sure “Take Webgility database backup before proceeding with the update” is selected.

  5. Choose the default or preferred backup location.

  6. After backup, the installer will automatically begin.

  7. Once the installation is complete, return to the Login screen and log in.

  8. The system will automatically update the database.

  9. Confirm the new version under Help > Terms and Privacy.

 Success! Webgility Desktop is now updated.

 Troubleshooting Missing Orders in Webgility Desktop

If orders aren't showing up in Webgility Desktop, it could be due to filters, sync issues, or technical errors.

Common Causes:

  • Incorrect Order Download Settings

  • Store integration failures

  • Connectivity problems or server downtime

Steps to Troubleshoot & Download Missing Orders:

1. Search Existing Orders

  • Go to Orders > Search Order

  • Enter the order number or details and hit Search

2. Verify Order Status Filters

  • Go to Integrations > Stores > Settings > Download Settings

  • Confirm the appropriate status filters are selected

  • Click Save & Continue

3. Manually Download Orders

  • From the Dashboard, click the dropdown next to Get New Orders:

    • Orders by Range: Choose a date range and click Get New Orders

    • Orders by ID: Enter the order ID(s), click Add, then Get Orders

 Note: For platforms like Shopify, the Order ID might differ from the Order Number. Use the admin panel URL to find the correct ID.

📄 Setting Up Consolidated Posting in Webgility Desktop

Consolidated Posting (Batch Posting) groups multiple orders into one accounting transaction, reducing entry clutter and improving performance.

How to Enable:

  1. Navigate to Integrations > Accounting / POS / ERP > Posting Settings

  2. Go to Orders > Posting Rules > Post Orders in Groups

  3. Configure:

    • Group By: Choose from Daily, Weekly, Monthly, or Manual

    • Grouping Start Date: Set the effective date for batch posting

Recommended Settings:

  • Daily grouping is ideal for most users

  • For Manual, transaction date = posting date

  • Enable:

    • Use this customer for all orders

    • Record sales tax calculated from the online store

Important Notes:

  • Customer matching, item prompts, and other optional settings are not available in group posting

  • For Manual consolidation: go to the Orders tab, select multiple orders, and click Post to QuickBooks

Automation Tip:

  • Use the Scheduler to automate daily/weekly/monthly batch postings

  • Add a buffer under Integrations > Stores > Advanced Settings > Other to catch late-arriving orders

 Try posting the orders to verify they group correctly. If issues persist, revisit download filters or integration settings.

By following these best practices, you’ll ensure smoother operations, fewer sync errors, and a cleaner accounting system with Webgility Desktop.