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How to Fix Product Sync and Creation Issues from Shopify to QuickBooks in Webgility Desktop

This article guides Webgility Desktop users on how Webgility Desktop syncs product SKUs between Shopify channel and QuickBooks Desktop. It covers how quantity, price, and cost values for matched SKUs are synchronized to maintain consistency across both platforms.

What is product syncing?

In Webgility, when product SKUs are matched between the website and accounting, we can sync (depending on the store connection) quantity, price, and cost. This generally means making the quantity, price, and cost of specific SKUs the same in both your Shopify and your QuickBooks Desktop.

How product syncing works

Keeping the price and/or quantity matching in both the online store and your accounting solution is one of the main functions of managing inventory within Webgility.

There are two ways data can be synchronized:

  • Manually from the “Products” menu
  • Automatically using the Webgility Desktop Scheduler

Note: only products that match or have been mapped together can be synchronized.

Manual syncing

  • Navigate to the “Products” in the menu options, then under the Sales Channel section, select “Price out of Sync” or “Quantity Out of Sync” as per your requirement.
    • The Price Out of Sync” list will display the items that have a price currently out of sync.
    • The Quantity Out of Sync” list will display the items that have a quantity currently out of sync.
  • The products that are shown here have a different price or quantity in your accounting solution than what you have currently listed in your online store. The rightmost column contains the labels listed below.
    • Status (Out of Sync): Webgility Desktop has detected a conflict in either the price and/or quantity in the online store or your accounting solution for a specific product.
    • Status (In Orders): This status means that the particular product is currently in an order that has not been posted to your accounting solution; therefore, the inventory hasn't been completely balanced in your accounting solution. This product cannot be synced until the orders that have this item have been posted to your accounting solution.

To synchronize, follow these steps:

  • Select the product(s) you want to synchronize.
  • Select a product option to synchronize data, either the QuickBooks product or the online store product. It should be the option that is not the master of the inventory.
  • Select if you want to update Quantity, Price, or Both.
  • Click on Sync.

Automatic syncing

Automatic syncing can be done between 5 minutes and 24 hours. The more products you have to sync, the more time you should allow for automatic syncing.

When updating the accounting solution products, either price or quantity can be synced. When updating the online store product, both price and/or quantity can be synced.

To enable the Product Sync feature, follow the steps below:

  • Enable the Scheduler feature.
  • Click on Review settings.
  • Select Store Profile from the left panel.
  • Go to the Product and Inventory section, and enable the Sync Product Option.
  • Set the Master Data so that Webgility will consider that option as the main inventory platform and it will update the price and quantity of the product in the other direction.
  • Select the option to Sync (Price, Quantity, or Both).
  • Choose automation frequency (5 minutes and 24 hours)
  • Save and Start