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Setting Up Drop Ship Products for Accurate Sync in Webgility Desktop

This article helps Webgility Desktop users sync drop ship product quantities from QuickBooks Desktop. It explains how to mark products as drop ship, set QuickBooks Desktop as the inventory master, and ensure accurate syncing without reducing inventory levels for items fulfilled by third-party vendors.

Overview

For businesses using Webgility Desktop and QuickBooks Desktop, it’s best practice to have QuickBooks Desktop serve as the master source for inventory levels—including dropship (third-party fulfilled) products. Here’s how to set up and maintain reliable dropship product quantity synchronization.


Step-by-Step Guide

1. Mark Products as Dropship in Webgility Desktop

  1. Launch Webgility Desktop and sign in.
  2. Navigate to the top menu and select Products > QuickBooks > All Products.
  3. In the product list, search for the item(s) you’d like to manage as dropship.
  4. Check the box labeled Dropship. Click Save to update the product.

    Repeat this for each dropship item in your catalog.

2. Set QuickBooks Desktop as Your Inventory Master

  1. In Webgility Desktop, go to Products > Settings > Sync settings
  2. Under Inventory Master, ensure that QuickBooks Desktop is selected as the source for product quantity synchronization.
  3. Click Save to confirm your setting.

3. Adjust Sync Settings for Dropship Products

  1. Still in Sync settings, ensure the appropriate sync rules are applied to dropship items.
  2. If you see an option such as Ignore Sync for items marked as dropship, make sure it is unchecked.
  3. If category-specific or product-specific rules exist, confirm they align with your workflow (e.g., not decreasing inventory for drop ship items).

4. Place and Download a Test Order

  1. Log in to your online store admin and create a test order for a dropship product.
  2. In Webgility Desktop, click New Orders
  3. After the download completes, open the New Orders tab and find the order.
  4. In QuickBooks Desktop, confirm the order was imported.
  5. Check: Inventory for dropship items should not be decremented in QuickBooks, since they are fulfilled by a vendor.

5. Monitor the First Syncs and Order Processing

  1. In Webgility Desktop, go to Scheduler logs.
  2. Review the log for successful product and order sync entries.
  3. Ensure there are no error messages related to dropship item syncing.
  4. Optionally, cross-check product quantities and order status between your store, Webgility, and QuickBooks.

6. Maintain & Audit Dropship Settings

  1. Periodically return to Products > QuickBooks > All Products to verify that drop ship products remain correctly marked.
  2. After making changes or adding new items, always set the Dropship flag as needed.
  3. Schedule regular spot-checks of inventory and order flow to ensure ongoing sync reliability.

Troubleshooting

  • If drop ship quantities don’t appear to sync:
    • Double-check the Dropship setting in the Product Catalog for each item.
    • Confirm QuickBooks Desktop remains selected as the inventory master in Settings > Sync Settings.
    • Review the Scheduler logs for errors.