Inventory Management Overview
The online store is a database that holds product data and information. QuickBooks also is also a database that holds product information.
Each database is different and has its own limitations as to what can be created in it outside of its native interface.
Webgility Desktop sits in the middle and must be the bridge between two totally different database systems and has to get them to communicate with each other.
Managing inventory between the online store and QuickBooks using Webgility is one of the main features of the software. Products can be transferred (created), mapped, matched and price and quantity can be synchronized between QuickBooks and multiple online stores.
Webgility Desktop accomplishes this by linking online store data fields with QuickBooks data fields. In order to do this the information in these data fields must match.
The online stores themselves have various types of product types and each one of these product types also interacted with Unify Enterprise and QuickBooks very unlikely.
Online Store Product Nomenclature
QuickBooks item nomenclature
- Inventory: items that hold quantity in QuickBooks
- Non-inventory: items that hold no quantity, therefore no inventory asset account
- Discount: specific item used for discounts
- Other charge: shipping line item
Items in QuickBooks are designated by the alphanumeric field which houses the item name/number. These are the item types that Webgility Desktop can create in QuickBooks. Any other type of QuickBooks item type (ex: group or assembly) must be created in QuickBooks manually.
To get a better understanding of how Webgility Desktop interacts with all the various online shopping carts and QuickBooks, click here to view our feature list.
Transferring (Creating) Products
- QuickBooks items can be transferred to the online store as simple products within the online store.
- When integrating with most stores, only simple items in QuickBooks POS can be transferred as simple products into the online store.
- Products that are in the online store but are not yet in the QuickBooks item can be either created in QuickBooks via the transfer products screen or during the post to QuickBooks process in an automated way.
- Before the syncing process can begin, the user must established where the master location will be. The master location is the physical place that is updated when new stock is received or an item is created manually and the starting quantity is established.
- Synchronizing can be done either manually in the product sync area or automatically using the WebgilityDesktop scheduler.
- The more products you have in your catalog, automatic product sync time should be increased.
- The more online stores you have that are all sharing the same quantity, syncing can become more complex.
- Product matching criteria establishes if a product that is contained in the online store is missing from QuickBooks.
- Products missing from QuickBooks can be mapped with existing products in QuickBooks, during the post to QuickBooks process.
- Products missing from QuickBooks can also be manually mapped in the Map Products area of the product module.