We usually get this question from sellers that are selling on eBay, Amazon and have another online store. Or have integrated multiple stores that share the same inventory.
The problem to avoid is overselling and Unify Desktop has a way to keep that risk at a minimum, by using the Unify scheduler and the automatic product syncing function.
Unify scheduler can facilitate a unique form of automation for each store, in conjunction with the auto product sync, the process can be as real time as 15 min.
Here is how that is setup:
You QuickBooks company file will always be the master inventory database for all your products. If you have a product on Amazon the SKUs may be different from what you have in QB, and same for eBay. Therefore products that have different SKUs/item name/number must be mapped to their corresponding item within QB. This needs to be done for each store.
1) First engage the scheduler by clicking the scheduler button on the dashboard.
2) Unify Scheduler runs in the system tray, when the Unify Scheduler icon is visible right click on it an click settings.
3) The automation for each store can be established here, first choose the store from the dropdown menu.
4a) Within the scheduler first go to the orders tab.
4b) Check the "Download Orders" and it should be set to the lowest time interval (1 min) and then do the same for "Post to Quickbooks" the minimum level for posting to QB is 5 min.
4c) Click Settings next to the Post to QuickBooks function. The function of automatically posting to QuickBooks is the first important step. When an order is posted to QB the qty will be decreased (by the qty of items contained within that order).
Must be Paid: By checking this box, Unify scheduler will only auto post to QB orders that are marked as paid. (If you have a payment gateway processing payments in your online store, chances are you are downloading orders in to Unify Desktop as paid. If you are unsure, check your store configuration->Orders screen)
Must be Shipped: By checking this box, Unify scheduler will only auto post to QB orders that are marked as paid. (If you are not using the shipping module or have another shipping solution in place, check your store configuration->Orders screen to assess whether or not your orders are being downloaded as "Shipped" or "Unshipped"
Don't Care: By checking this box, any and all orders regardless of their payment and shipping status will be posted to QB. Note: It is always a good idea to set some kind of parameter for auto posting to QB.
For example: If you are selling on a marketplace, your orders will always be paid before they are downloaded into Unify Desktop, in this settings area you should check the box for "Must be Paid" and leave the rest of the boxes blank.
5) Click Save and the settings box will close. Then move to the Products tab.
6) Click the Enable Product Scheduler box.
Data should be synchronized to update the online store product
and the time interval should be set to 15min. The information can be sync-ed at the price or quantity level or both.
Also Unify Desktop should also download the latest data from QuickBooks and the online store at regular intervals as well.
This synchronization of the product, QuickBooks and Online store data are the important steps in this entire process. When orders are posted to QuickBooks the qty is automatically deducted within QB, this product sync function allows the values in QB to be reflected in the online store. This step is key!
7) Repeat the same scheduler configuration for each store so that Unify scheduler is in sync with all the stores and itself.
Make sure you keep the notifications on so when the automation working you know exactly what it's doing and can make adjustments within the time interval. It is also a good idea to keep watch for a few days to see if the quantities are being synced at the interval you like. You can make adjustments to the automation anytime.
It would also be a good idea to make Unify scheduler a startup item, so when you turn on your computer Unify scheduler will begin the automation.