Skip to content
  • There are no suggestions because the search field is empty.

How to Enable and Sync Advanced Inventory between QuickBooks Desktop Enterprise and Webgility Desktop

This article helps Webgility Desktop users troubleshoot inventory syncing issues between QuickBooks Desktop Enterprise and Webgility Desktop caused by Advanced Inventory not being properly enabled in QuickBooks Enterprise. It provides step-by-step instructions to activate Advanced Inventory and synchronize inventory accurately across sales channels using Webgility Desktop.

Causes of Issues

  • Advanced Inventory Not Enabled: Inventory data won’t sync unless this feature is activated in QuickBooks Enterprise.

  • Incorrect User Mode: Some settings require QuickBooks to be in Single-User Mode and the user to be logged in as the Admin.

  • Outdated Licenses or Versions: The Advanced Inventory feature is only available in certain editions of QuickBooks Desktop Enterprise.

Step-by-Step Instructions

1. Enable Advanced Inventory in QuickBooks Desktop

  1. Log in to QuickBooks Desktop as the Admin user in Single-User Mode.

  2. Go to the Edit menu and select Preferences.

  3. Choose Items & Inventory from the left-hand panel.

  4. Click the Company Preferences tab.

  5. Make sure Inventory and purchase orders are active is selected.

  6. Click the Advanced Inventory Settings button (if clickable).

    • If the button is grayed out, verify the subscription is for QuickBooks Desktop Enterprise and the license is active.

  7. Configure additional features like:

    • Location tracking

    • Serial or lot number tracking

  8. Click OK to save your changes.

Note:
Make sure a backup of the QuickBooks company file is taken before enabling or modifying Advanced Inventory settings.

2. Sync Inventory Data with Webgility

  • Steps to Download the Latest Sales Channel Data & Products

  1. Go to Connections > Sales Channel > Advanced Settings.

  2. Under Application tab, click Clear for Last download date for Store Item, then Save and Close. 

  3. To refresh products, go to Products > All Products under your Sales Channel, then click the refresh icon.

  • Steps to Download the Latest Accounting Data & Products

  1. Go to Connections > Sales Channel > Advanced Settings.

  2. Clear Last download date for both QuickBooks Items and QuickBooks Customers, then Save and Close.

  3. Navigate to Connections > Get Latest Data & Settings.

  4. Under Download QuickBooks Data and Settings section.

  5. Click the dropdown next to Download Data, choose Re-Download All Data.

  6. To download only items, go to Products > All Products (QuickBooks) and click Download Products from Scratch.

Troubleshooting Tips

  • Advanced Inventory still not active?

    • Double-check the QuickBooks edition and license.

    • Make sure QuickBooks is up to date.

    • Run QuickBooks as Administrator if access is restricted.

  • Inventory still not syncing to Webgility?

    • Verify that Webgility is properly connected to QuickBooks.

    • Reauthorize the QuickBooks connection in Webgility if needed.

    • Initiate another manual inventory sync.

Note:
Advanced Inventory is available only in QuickBooks Desktop Enterprise. Users must be in Single-User Mode with Admin privileges to make changes to inventory settings.