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Fixing Product Sync Issues to Maintain Accurate Inventory and Pricing via Webgility Desktop across connected platforms

This article helps Webgility Desktop users troubleshoot and resolve common product data synchronization issues between their sales channel, Webgility Desktop, and QuickBooks Desktop. It provides a step-by-step process to ensure inventory and pricing information remains accurate and up to date across all platforms.

Step-by-Step Instructions:

Step 1: Ensure Products Are Downloaded from Both Systems.

Make sure Webgility has successfully downloaded items from both your sales channel and QuickBooks.

  1. Navigate to Products > All Products in Webgility Desktop.

  2. Click the Refresh icon on the top-right corner to reload the product list from the sales channel.

Missing Items from QuickBooks?
  • Re-download items from QuickBooks:
    Go to Connections > Get Latest Data and Settings, then select Download QuickBooks Data and Settings.

  • Make sure QuickBooks is open in Admin mode and in Single-user mode.

  • Ensure the Scheduler is OFF during this process.

Missing Items from the Sales Channel?

  • Go to Products > All Products under your Sales Channel. Click the dropdown next to the Refresh icon in the top-right corner and select Download from Scratch to reload the full product list from your sales channel.

Step 2: Verify Product Matching and Mapping: 

Incorrect matching or mapping can block syncing and cause data discrepancies.

  • Go to Products > View > All Products

  • Click on Matching Products to verify SKU match logic (e.g., Product Name or Item Name/Number).

  • For mapped items, go to Mapped Products to review the linked products.

  • To remove incorrect mappings, select the product and click the Remove Mappings icon.

  • To map an item, go to the Missing in QuickBooks list, select the product, and click Map.

Step 3: Check Product Sync Settings:

Navigate to Products > Settings > Sync Settings.

  1. Confirm the master data source is correctly selected (either QuickBooks or Sales Channel).

  2. Ensure syncing options such as Available Quantity or On Hand Quantity are properly configured under Automation Rules.

  3. Check Item Settings to review any custom rules applied to specific SKUs.

Using Item Packs?

  • If item packs are defined, go to Products > Additional Mappings > Quantity/Weight.

  • Make sure the pack setting is not unintentionally adjusting quantities.

Step 4: Use the Out-of-Sync Tabs:

Quickly identify products with syncing issues:

  • Navigate to Products.

  • Click on Quantity Out of Sync or Price Out of Sync to view affected items.

  • Adjust discrepancies accordingly before the next sync.

Notes:

  • Always keep QuickBooks in Admin and Single-user mode while performing data refreshes.

  • Disable the Webgility Scheduler during manual sync or troubleshooting to avoid conflicts.

  • Always test syncs with a few products before applying mass updates.