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Adjusting Master Data Settings for Amazon–QuickBooks Inventory Sync

This article helps Webgility Desktop users configure QuickBooks Desktop as the master source of inventory data when syncing with Amazon channel. It provides guidance on setting up inventory synchronization so that QuickBooks Desktop updates stock levels in Amazon channel, ensuring consistency and preventing conflicts between systems.

Overview

This article provides step-by-step instructions on how to switch your inventory synchronization master data source from Amazon to QuickBooks within Webgility Desktop. By making QuickBooks your master source, all future inventory updates will use the quantities in QuickBooks as the authoritative record, ensuring consistent stock levels across both platforms.

Scenario

You currently have Amazon set as the primary source for your inventory data, meaning Amazon stock levels are syncing to QuickBooks. You now need to reverse this, so that QuickBooks becomes the master source, and its inventory quantities are the ones that update Amazon.

Step-by-Step Resolution

Follow these steps in Webgility Desktop to change your inventory master data source to QuickBooks.

1. Confirm Your Current Sync Direction

Before making changes, it's good to verify your current inventory synchronization settings.

  1. Open Webgility Desktop.
  2. Go to Products > Settings.
  3. Click on Sync settings.
  4. Confirm which platform is currently set as the master data source for inventory (either Amazon or QuickBooks).

2. Sync Existing Data (Optional but Recommended)

It's a good practice to ensure all existing inventory data is up to date in both systems before switching the master source.

  • If needed, perform a final manual sync from your current master system (Amazon) to QuickBooks. This helps ensure that QuickBooks has the latest inventory counts from Amazon before you make QuickBooks the new master.

3. Update Master Data Settings to QuickBooks

This is where you change the master data source.

  1. In Webgility Desktop, go to Products > Settings.
  2. Click on Sync settings.
  3. Locate the option to select the master data source for inventory.
  4. Select QuickBooks as the new master data source.
  5. Click Save or Apply the changes.

4. Adjust the Scheduler Configuration

If you use the automatic scheduler, you'll need to ensure it reflects the new sync direction.

  1. Access the Scheduler  settings in Webgility Desktop. This is typically found by clicking the Scheduler icon (often looks like a clock or gear) in the top menu bar, then selecting Open settings.
  2. Review your scheduled tasks.
  3. Ensure that any existing or new scheduled jobs for inventory synchronization are configured to sync inventory from QuickBooks to Amazon. 

5. Test the Integration

After making these changes, perform a test to confirm that inventory is syncing correctly from QuickBooks to Amazon.

  1. Make a small, test inventory change directly in QuickBooks for a specific product that is also listed on Amazon.
  2. In Webgility Desktop, run a manual sync for inventory, or wait for your next scheduled job to run.
  3. Confirm that the updated inventory quantity appears correctly on your Amazon product listing.

Best Practices for Inventory Syncing

  • Regular Monitoring: Regularly check your inventory levels on both Amazon and QuickBooks to ensure they remain consistent.
  • Scheduled Syncs: Use the Webgility scheduler to automate inventory synchronization at regular intervals that suit your sales volume.
  • Review Sync Logs: If discrepancies occur, review the sync logs in Webgility Desktop for error messages or skipped items.
  • Keep Software Updated: Ensure your Webgility Desktop application and QuickBooks software are always up to date to maintain compatibility and optimal performance.
    • To update Webgility Desktop: Go to Help > Check for Updates > Update. If you can't log in, download the latest version from portal.webgility.com.