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How to Resolve Item Count and Variant Sync Issues between QuickBooks POS and WooCommerce via Webgility Desktop

This article helps Webgility Desktop users address product sync issues when transferring items from QuickBooks Point of Sale to WooCommerce using Webgility Desktop. Users may experience situations where item counts on WooCommerce do not increase or where new variants are created instead of standalone products. The guide provides step-by-step instructions to resolve these sync and variant creation challenges effectively.

Causes of Issues

  • Incorrect Parent-Child Structure: Parent items in QBPOS may be treated as variants during sync if not configured properly.

  • Outdated Software: An older version of QBPOS, WooCommerce, or the integration plugin can lead to sync inconsistencies.

  • System Resource Limitations: Systems with insufficient RAM may not handle large sync operations efficiently.

  • Construction Mode: If the WooCommerce site is under development, verification may be limited.

Step-by-Step Instructions

1. Confirm System Requirements

  • Ensure the system running Webgility Desktop with QBPOS has at least 8GB RAM for smooth performance.

2. Update All Software

  • QBPOS: Must be version 9.7.0 or later.

  • WooCommerce & WordPress: Update to the latest versions.

  • Webgility Store Module Plugin: Confirm the latest version is installed and running.

3. Check Item Structure in QBPOS

  • In QBPOS, verify that intended standalone items are not configured as children or variants under another product.

  • Edit product attributes to ensure they are set as independent items, not variants.

4. Reinitiate the Product Transfer

  • Go to Webgility Desktop > Products > Missing in WooCommerce.

  • Try to create a product on WooCommerce.

  • Monitor for a prompt indicating new items (not variants) have been created in WooCommerce.

5. Verify WooCommerce Product Structure

  • In WooCommerce, check that new items appear as individual products and not as variants under existing ones.

  • If the WooCommerce site is under construction, advise saving a reference checklist for future verification.

Best Practices

  • Back Up Product Data: Always back up your QBPOS and WooCommerce data before initiating large sync operations.

  • Schedule Verification: If live verification is not possible due to construction, plan a follow-up once the site is launched.