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Resolving Inventory Item Sync Issues via Item Mapping

This article helps Webgility Desktop users resolve inventory synchronization issues that affect order processing, reporting accuracy, and inventory visibility. These issues often stem from incorrect or missing item mappings between sales channels and QuickBooks Desktop / QuickBooks POS. The guide provides a step-by-step process for identifying and correcting item mapping problems to restore accurate inventory syncing.

Common Signs of Sync Issues

Inventory sync issues may appear in the following ways:

  • Items are missing after a sync

  • Duplicate items appear across systems

  • Item details (e.g., SKU, name, variant) are mismatched between platforms

Step-by-Step Guide to Resolving Item Mapping Issues

1. Identify the Scope of the Issue

Start by gathering key item identifiers:

  • SKU

  • Barcode

  • Product name

Check when the issue first occurred and whether any recent changes were made to product data.

2. Check Existing Item Mappings

  • Navigate to the Item Mapping section within your inventory .

  • Search for the affected item(s) using available identifiers.

  • Verify whether a mapping exists between systems (e.g., online store to QuickBooks) and whether it is accurate.

3. Spot Mapping Discrepancies

Inspect item mappings for:

  • Missing mappings: Item exists in one system but is not linked

  • Duplicates: Same item mapped more than once

  • Inaccuracies: Mismatched SKU, name, or variant attributes

4. Correct the Mapping

Take the appropriate action:

  • Add Mapping: Create a new link for unmapped items

  • Remove Mapping: Delete duplicate or incorrect entries

  • Edit Mapping: Update existing mappings to match correct data

Be sure to save changes after each adjustment.

5. Trigger a Manual Sync

After mapping updates are made:

  • Use the Sync Now (or equivalent) option to manually initiate a synchronization

  • Confirm that the changes take effect and that discrepancies are resolved

6. Validate the Results

  • Ensure that items now appear correctly across all platforms

  • Check that SKUs, names, quantities, and variants are aligned