How eCC Desktop handles product variations with WooCommerce

eCC Desktop is able to transfer WooCommerce product variations to QuickBooks/POS and sync the data (price/quantity) between the online store and QuickBooks/POS. 

Overview
WooCommerce is able to build item variations with unique SKUs.  The unique sku is tied to the product that is chosen by the customer.  This makes transforms the variation into a simple product, which eCC Desktop sees as a simple item and quantity can be synced between the online store and QuickBooks. 

This is what we will explore: 

  • A. How eCC Desktop identifies products
  • B. How to transfer products from WooCommerce to QuickBooks/POS
  • C. How products match between WooCommerce and QuickBooks/POS


A. How eCC Desktop identifies products
eCC Desktop can do this by setting up criteria for how items are identified in the online store and in QuickBooks/POS. 

eCC Desktop and QuickBooks

1. Online store criteria: SKU#/ Product ID/ Model#/ Product Name 
2. QuickBooks criteria: Item name/number field


eCC Desktop and QuickBooks POS

1. Online store criteria: SKU#/ Product ID/ Model#/ Product Name 
2. QuickBooks POS: criteria: Item number, SKU, ALU, UPC

It is critical to make sure that the data in the matching criteria for the online store and QuickBooks is exactly the same.
 
When that is accomplished, eCC Desktop "sees" the items as matching and the item data (quantity and price) can easily be synchronized.   



B. How to transfer products from WooCommerce to QuickBooks/POS

Making sure the SKU for the option matches the field used by eCC Desktop to identify a product in QuickBooks/POS is a critical factor in making this work.  First some prep work needs to be done to determine the best way for this process to work.  

We know that WooCommerce identifies the variation by individual SKU.  

a. If you already have products in your QuickBooks/POS company file: 

Step 1: Ask yourself: Does the variation SKU exist in any of the fields in QuickBooks/POS?

  • QuickBooks: itemname/number field
  • QuickBooks POS: item number, SKU, ALU, UPC


Step 2: If the variation SKU is not located in any fields in QuickBooks:

  • QuickBooks: the item name number must be modified to match the variation SKU
  • QuickBooks POS: choose either the ALU or UPC to have the variation SKU inserted within an existing item. 

Step 3: Modify the product matching criteria in eCC Desktop to reflect the SKU (for online store product identification) and Item name/number (QuickBooks) or ALU/UPC (POS)


(This example is with the QuickBooks POS integration and the ALU is chosen in this case) 

Step 4: The variation SKU in WooCommerce must be copied manually to the field for identifying products in QuickBooks/POS.  

Note: Depending on how many products you have in your QuickBooks/POS company file and the amount of variations this process could take a long time. 

b. If you have no products in your QuickBooks/POS company file

Step 1: Ask yourself, what field in QuickBooks/POS do you want to have the SKU information from WooCommerce. 

Step 2: 
Establish the matching criteria in eCC Desktop

Step 3: 
Transfer products from WooCommerce into QuickBooks/POS

The online SKU and the ALU field have been chosen as the matching criteria fields.  The SKU will be automatically entered into the ALU field in eCC Desktop transfer product area.  

(This example shows QB POS integration but is similar within QuickBooks) 

Step 4: Enter price, quantity and cost information. When finished click Save and the Transfer Product(s) button.

In QuickBooks/POS



The item name will also have the SKU from the online store which can be modified after the product has been transferred into POS.

Note: In QuickBooks, the SKU should remain as the the item name/number. 


After the transfer
After transferring products in scenarios a & b go to File->Download latest configuration and download information from the online store. 


This allows eCC Desktop to do a global refresh of the new data in QuickBooks. 

C. How products match between WooCommerce and QuickBooks/POS

After the download is complete, go to the Products menu->My products and go to the matched products tab.  You will see that the SKU field and the field that you have designated to identify QuickBooks products are marked in blue.  




Since both of the fields have matching data:

  • Posting to QuickBooks will be seamless 
  • Quantity and or price can be synchronized between the WooCommerce and QuickBooks/POS. 
  • You can keep an accurate count of your inventory as it decreases from the online store and QuickBooks allowing you to reconcile your account easily. 



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