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Download Items from Scratch from Both QuickBooks & Sales Channel

This article helps users perform a full item refresh in Webgility Desktop by downloading product data from both QuickBooks Desktop and their connected sales channel. It provides step-by-step instructions to ensure accurate synchronization across platforms and maintain data integrity.

Why Download Items from Scratch?

There are several common scenarios where downloading items from scratch is required:

1. Initial Setup

When you're setting up Webgility Desktop for the first time, downloading your item list from QuickBooks Desktop ensures that Webgility has the correct product data to map and process your orders accurately.

2. Major Changes in QuickBooks Desktop

If you’ve added, updated, or removed a significant number of items in QuickBooks Desktop, a fresh download ensures these changes reflect in Webgility, preventing mismatches or missing data.

3. Data Errors or Discrepancies

Sometimes, syncing issues or incorrect product data can arise. Refreshing the data from scratch helps resolve such problems and restores consistency across platforms.

4. Ongoing Sync Issues

If Webgility isn’t syncing product data properly with QuickBooks Desktop or your store, re-downloading from scratch helps rebuild the connection and restore functionality.

Steps to Download Items from Scratch

Follow these steps carefully to reset and refresh your item data in Webgility Desktop:


Step 1: Clear Last Download Date

This clears the previous sync history and prepares Webgility to re-download all product data.

  1. Open Webgility Desktop.

  2. Navigate to the Connections menu at the top.

  3. Select Sales Channel from the dropdown.

  4. Click on Advanced Settings.

  5. Go to the Application tab.

  6. Clear the “Last Download Date” for both:

    • QuickBooks Items

    • Store Items

  7. Click Save and Close at the bottom.

 This step ensures that Webgility considers all items as new and pulls the entire list from both sources.

Step 2: Refresh Items from Sales Channel

Now that the previous sync date has been cleared, it’s time to download the product list from your online store.

  1. Go to the Products section in the main menu.

  2. Under the Sales Channel tab, click on All Products.

  3. Press the Refresh button on the screen.

  4. Wait until the item download process completes fully.

 The duration depends on the number of products in your sales channel. Avoid closing the application during this time.

Step 3: Refresh Items from QuickBooks Desktop

Next, we’ll pull the items directly from QuickBooks Desktop.

  1. While still in the Products section, switch to the QuickBooks tab.

  2. Click on All Products.

  3. Press the Refresh button again.

  4. Allow the process to complete.

 Once done, you will have a complete and updated item list from both QuickBooks Desktop and your sales channel.

 Final Notes

Performing a full item download is a key part of maintaining healthy sync operations between your platforms. It ensures:

  • Accurate product listings

  • Correct inventory counts

  • Proper posting of orders to QuickBooks

  • Prevention of mapping or pricing mismatches

This process may be necessary during:

  • Initial setup

  • After large catalog updates

  • When troubleshooting sync or product mapping issues