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Resolving Inventory Location Issues Between Shopify and QuickBooks for Assembly Builds in Webgility Desktop

This article helps Webgility Desktop users resolve inventory sync and order posting errors between Shopify and QuickBooks Desktop via Webgility Desktop. It addresses common issues such as misconfigured inventory sites, missing assembly item setups, and location mismatches. The guide provides step-by-step resolution strategies and preventive best practices to maintain accurate order fulfillment and financial reporting.

Overview

Inventory sync and order posting errors between Shopify and QuickBooks Desktop via Webgility Desktop can result from misconfigured inventory sites, missing assembly item setups, and location mismatches. These issues often impact order fulfillment, assembly builds, and financial accuracy.

This guide outlines resolution steps and preventive practices for handling such inventory location conflicts using Webgility Desktop.

Step-by-Step Resolution

Step 1: Verify Inventory Site Configuration in QuickBooks Desktop

  • Open QuickBooks Desktop.

  • Go to Edit > Preferences > Items & Inventory > Company Preferences.

  • Ensure that inventory and purchase orders are active.

  • Open Lists > Inventory Site List and verify that all inventory sites used in Shopify are present and active.

  • If any sites are missing, add them to match Shopify’s location setup.

Step 2: Enable and Set Up Assembly Items

  • Ensure the Build Assemblies feature is enabled under Items & Inventory > Company Preferences.

  • In Item List, find the relevant SKUs.

  • Make sure item types are set to Inventory Assembly.

  • Define the Bill of Materials (BOM) for assembly items as needed.

  • Save changes to complete the assembly configuration.

Step 3: Map Products Correctly in Webgility Desktop

  • In Webgility Desktop, navigate to "Products> Missing in QuickBooks."

  • Verify that all relevant SKUs are correctly mapped to QuickBooks assembly items.

  • Re-sync products and inventory to ensure accurate mapping and stock levels.

Step 4: Correct Inventory Quantities in Both Systems

  • In Shopify:

    • Navigate to Products > Inventory.

    • Check inventory levels for each location.

  • In QuickBooks Desktop:

    • Use the Inventory Valuation Summary by Site report.

    • Compare quantities for each SKU and each location.

  • Adjust any discrepancies either manually or using the scheduler.

Step 5: Configure Location Mapping in Webgility Desktop

  • Go to Connections > Accounting/POS/ERP > Sync Settings > Products. If you need to Track inventory in multiple locations based on country, location, state, or tags, or when the required quantity isn't available in the designated inventory location, you must enable the option to track inventory in multiple locations.

  • Ensure that all Shopify locations are correctly mapped to their corresponding QuickBooks inventory sites.

  • Confirm that orders are not being posted to inactive or default sites.

    Note: Enable the "Override the inventory site" option when tracking inventory across multiple locations. This ignores the default inventory site and prioritizes the mapped inventory sites specified within the multiple location options.

Step 6: Run a Manual Inventory Sync Test

  • In Webgility, go to Products > Price/Quantity Out of Sync.

  • Check that the sync completes without errors.

  • Review inventory updates in both Shopify and QuickBooks to validate accuracy.