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How to Manage Products and Configure Online Discounts in Webgility Desktop

This article helps Webgility Desktop users manage their product catalog in Webgility Desktop by explaining how to view products from QuickBooks Desktop and sales channels. It also guides users on configuring online order discounts and posting them accurately to QuickBooks Desktop, whether as line items, subtotal-level discounts, or discounted item prices.

Product Module Views

The Products module in Webgility Desktop provides a consolidated view of your inventory from QuickBooks and your sales channels. It helps identify matched and unmatched items for streamlined mapping and syncing.

How to Access Product Catalog

  1. Navigate to the Products Module

    • From the Webgility Dashboard, go to Products.

    • This section displays a full catalog view for both QuickBooks and your connected sales channels.

  2. Refresh Inventory

    • Click the ↻ icon on the top right to update your catalog with the latest data from QuickBooks and the sales channel.

QuickBooks Products View

  • Displays items from your QuickBooks item list.

  • The light blue column headers indicate matching criteria.

  • Key Actions:

    • Mark as Drop-Ship: Flags item for drop-shipping, generating purchase orders and excluding them from Webgility shipments.

    • Ignore: Excludes the item from syncing.

    • Export to CSV: Export selected items using the checkbox column.

Sales Channel Products View

  • Displays products currently listed on your sales channel.

  • Matching criteria are shown with blue headers.

  • Use the Ignore button to exclude sales channel items from sync operations.

Matching & Mapped Products

  • Matched Products:

    • Filter by fully matched items using the “All Products” catalog view.

    • Click Filter to view partial matches by criteria: Price & Qty, Qty Only, Price Only.

  • Mapped Products:

    • Shows manually mapped items between QuickBooks and the sales channel.

    • Use options to delete or export existing mappings.

Configure Online Order Discounts

Webgility Desktop supports multiple ways of syncing online discounts to QuickBooks:

Option 1: Record Discounts as a Line Item

  1. Enable Line Item Discount Sync

    • Go to Connections > Sales Channel > Settings

    • Enable Get discount as a line item

  2. Create Discount Item in QuickBooks

    • Create discount-type items for tracking coupon values or promotions.

  3. Download Latest QuickBooks Data

    • Go to Connections > Get the latest data and settings

    • Click Download Data under QuickBooks settings.

  4. Map Discount Item When Posting Order

    • If prompted, map the discount to your QuickBooks discount item.

    • Post again to reflect the discount as a separate line item in the transaction.

Option 2: Record Discounts at the Subtotal Level

  1. Disable Line Item and Discounted Price Options

    • Go to Connections > Sales Channel > Settings

    • Disable both Get discount as a line item and Get discounted item price

  2. Sync with Standard Discount Field

    • Go to Connections > Accounting/POS/ERP > Sync Settings > Discounts tab

    • Select the standard discount item for recording coupon values.

Option 3: Use Discounted Item Price (Shopify & BigCommerce Only)

  1. Enable Discounted Price Option

    • Go to Connections > Sales Channel > Settings

    • Enable Get discounted item price

  2. Post Discount at Item Level

    • Webgility will pull the discount directly into the item price, rather than as a separate line item.

Notes

  • Always refresh QuickBooks data before mapping new discount items.

  • Drop-shipped and ignored products do not affect syncing logic.

  • Double-clicking any item in the Products Module shows detailed product information.

  • The Get discounted item price setting is only applicable to Shopify and BigCommerce integrations.