When creating or listing new products in your sales channels or stores, it is important to keep in mind how the creation of new products locks into the item identification criteria that Webgility uses. This article will cover how to create products directly in your stores with Webgility. Keep in mind that the fundamental guidelines are the same as if you were to create items in your accounting solution initially.
Item Matching Fundamentals
Webgility sees products in relation to the store SKU versus the data that is in the following:
SKU field (QuickBooks Online)
Item code field (Xero)
Item name/number field (QuickBooks Desktop)
Therefore the store identifier and the QuickBooks identifier and field must have the same exact data. Any difference will prevent Webgility from establishing a match of an item and its expression in both the store and QuickBooks.
Note: If you don't have the SKU field enabled in QuickBooks Online, you must manually enable it by navigating to Account and Settings > Sales within QuickBooks Online.
Listing Products in Your Store
When selling new items, let's say you start by creating that item directly within your store. You should first consider what your SKU will be for the product. If these are unique products where you can name your own SKU, good SKU creation is being able to tell exactly what that product is by looking at the SKU. A SKU can be an abbreviation or acronym for the title of the item. Here is an example.
This should be the case for all identifying variations and options that are associated with parent items in the store.
Once all of your products are created in your store, you can utilize Webgility Online to create them in QuickBooks.
Creating Items in QuickBooks with Webgility
You must first establish your matching criteria in the item matching settings area within Webgility. It is important to remember that the creation of products in Quickbooks with Webgility will occur at the time the order is being posted to QuickBooks. To do this, go to Settings > Accounting > Products.
Next you will set up what Webgility should do if it cannot find a matching product in QuickBooks when it's in the process of creating a transaction in Quickbooks. This means it has to create the product in QuickBooks in order to create the transaction.
In QuickBooks Online, it will look like this.
In QuickBooks Desktop, it will look like this.
In Xero, it will look like this.
When item identifiers have the same information and match, the item lends itself to clear product synchronization and enables smooth transaction creation in the accounting solution. It is important to think of Webgility and how it identifies products when they are either being created in your store or QuickBooks, directly.