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Resolving Quantity Differences Caused by pending Orders and product Sync Settings in Webgility Desktop

This article helps Webgility Desktop users address discrepancies between product quantities in Webgility Desktop and QuickBooks Point of Sale. It explains common causes such as archived orders, sync setting limitations, and outdated product data, and provides guidance to maintain accurate inventory across both systems.

Overview

When managing inventory across systems, maintaining accurate item quantities is essential. Occasionally, you might notice that product quantities in Webgility Desktop (WD) do not match those in QuickBooks Point of Sale (QB POS). These discrepancies can result from archived orders, limitations in sync settings, or outdated product data.

Prerequisites

Before beginning, make sure you have:

  • Access to both Webgility Desktop and QuickBooks POS interfaces

  • Admin Permission to change sync settings

  • Ability to view and manage archived orders in both systems

Step-by-Step Resolution

1. Validate the Connection

Ensure that Webgility Desktop is properly connected to QuickBooks POS:

  • Open Webgility Desktop and confirm that the integration status shows “connected.”

  • If there are any connection issues, reauthorize the integration or resolve the error before proceeding.

2. Download and Sync Product Data

To make sure you're working with the most recent data:

  • In Webgility Desktop, download the latest Product Data from QuickBooks POS.

  • Then, run a Product Sync to update the  Webgility Desktop database with the current inventory.

3. Identify Affected Products

Locate the items with mismatched quantities:

  • Review the item list or use reports to identify which products are showing discrepancies.

  • If you find mismatches, continue with the next steps to identify the root cause.

  1. Investigate Order Archive Status

Archived orders can affect quantity reporting:

  • Check whether related orders are archived in Webgility Desktop or QuickBooks POS.

  • In QuickBooks POS, navigate to Orders > Archive, locate the affected order, and select "Unarchive."

  • Repeat the process in Webgility Desktop if needed.

  1. Adjust Sync Settings

Your sync settings might exclude archived data:

  • In Webgility Desktop, go to Connections > Sales channels > Settings.

  • Make sure sync includes orders in all statuses, including archived or fulfilled ones.

  • Update or reset sync settings if necessary to ensure all relevant data is included in the sync.

  1. Re-Sync Data

Now that everything is in place:

  • In Webgility Desktop,  re-run the product sync.

  • Wait for the sync to complete, then check if item quantities now match in both systems.

  1. Validate the Resolution

After syncing:

  • Double-check the quantities of the previously affected items.

  • If the issue still exists, repeat steps 4–6.