Product Syncing Settings

Product Syncing Settings

 

The product syncing capabilities are very flexible so that it can be tailored to your business needs, and the following page covers the various options. 

You access the product sync settings using the linksync link found under the WooCommerce menu. 

Product Sync Type

Use these settings to set your syncing method. Please refer to Syncing Options for choosing the right product syncing option for your business. 

Sync Reset

In order to make linksync as efficient as possible, when syncing product with QuickBooks Online, we simply check for changes since the last update - there's no need to update every single product if there have been no changes for most of them. 

However, from time-to-time your WooCommerce product may get of of sync with QuickBooks Online. Selecting the Sync Reset button simply resets linksync to update all products based on your existing Product Sync Settings. 

Info! If you're using Two-way or QuickBooks Online to WooCommerce product syncing then any change to the settings on this page will result in a 'Sync Reset' to bring all product up-to-date with your updated settings.

Sync all product from QuickBooks Online

This option will only display if you choose QuickBooks Online to WooCommerce product syncing. 

Selecting this option will sync your entire QuickBooks Online to Woocommerce, based on your existing Product Sync Settings.

The number of products you have in QuickBooks Online will determine how long this process will take. It takes 3-5 seconds to sync each product, depending on the performance of your server, and your geographic location. So for example, if you are syncing 500 products, you can expect the process to take between 25 to 40 minutes to complete (this is just a guide - it will be different for every linksync user). 

Sync all product to QuickBooks Online

This option will only display if you choose Two-way product syncing. 

Selecting this option will sync your entire Woocommerce to QuickBooks Online, based on your existing Product Sync Settings.

The number of products you have in QuickBooks Online will determine how long this process will take. It takes 3-5 seconds to sync each product, depending on the performance of your server, and your geographic location. So for example, if you are syncing 500 products, you can expect the process to take between 25 to 40 minutes to complete (this is just a guide - it will be different for every linksync user). 

Syncing Options

The following covers the various syncing options and settings for syncing product data for your WooCommerce store with your QuickBooks Online store. 

Some settings may only apply to certain Product Syncing types. We use the following tags to indicate the syncing options the settings below apply to. 

  • 2W - Two-way
  • QBO2W - QuickBooks Online to WooCommerce
Info! In the case of Two-way syncing, settings will apply to syncing both to and from WooCommerce and QuickBooks Online. For example, if you need to sync the Title, changes in either QuickBooks Online or WooCommerce will be synced to the other store - there is not option to only sync one-way when Two-way syncing is selected.

Match product with

2W, QBO2W

When enabled, products are synced with a 'common identifier' when syncing product information between the two systems by using either of the fields:

Name - Sync product between apps by name of the product. Make sure your Product Name is unique and without duplicate.

SKU (Recommended) - Sync products between apps by their SKU. Make sure all SKUs are unique and without duplicate. Although QuickBooks Online does not require an SKU in your products, it's important to populate this field with your SKU data for this setting to function.

Note: When syncing products with variations, it is recommended to 'Match product with SKU' to avoid duplication.

Name/Tile 

2W, QBO2W

When enabled, Product titles will be kept in sync. In WooCommerce this is the product Name and in QuickBooks Online it's the Product name

Description 

2W, QBO2W

When enabled, product descriptions will be kept in sync.

Price

2W, QBO2W

When enabled, prices will be kept in sync. 

Excluding Tax - depending on how you have configured product pricing in your WooCommerce store and what taxes you have configured in your QuickBooks Online store, use this option to set if product pricing should Exclude tax or not. 

For example, if your product in QuickBooks Online has VAT, and you want to 'retail price' ie. the price including VAT to be use when syncing, then you would not select this option. If, however, you wanted to use the price before VAT, then you would select this option. 

Tax Mapping - When syncing products, both QuickBooks Online and WooCommerce have their own tax configurations - use these Tax Mapping settings to 'map' the QuickBooks Online taxes with those in your WooCommerce store. 

Note that the mapping is used to specify the Tax Class for a product in WooCommerce, and the Sales tax for a product in QuickBooks Online, depending on which Product Syncing Type you select. 

Quantity 

2W, QBO2W

When enabled, product quantities will be kept in sync. 

Change product status in WooCommerce based on stock quantity - this setting only applies to WooCommerce - select this option if you want product with inventory quantities of 0 (zero) or less to be made unavailable for purchase in your WooCommerce store. In the case of simple product this option will set them them to draft, and in the case of Variable products, the variation would be set to Out of stock

Inventory Asset Account - you may choose the default setting to be used when creating the product in QuickBooks Online. 

Expense Account -you may choose the default setting to be used when creating the product in QuickBooks Online.  

Income Account

2W, QBO2W

This option allows you to select the default setting that is used when creating the product in QuickBooks Online.

Categories

2W, QBO2W

When enabled, products will sync accordingly to their categories within QuickBooks Online and Woocommerce.

 

Product Status

2W, QBO2W

Enable this option if you want newly created product in WooCommerce to be set to 'Pending Review' so that you can review and update new product before they are published in your WooCommerce store. 

Create New

2W, QBO2W

Select this option if you want 'new' products from QuickBooks Online created in WooCommerce automatically. If this option is not enabled, then new products will not be created in WooCommerce - you will need to manually create them, after which, they will be kept in sync. 

Delete

2W, QBO2W

Danger! Enable this option with care - deletion of product in both QuickBooks Online and WooCommerce stores is permanent. Users could delete a product from one store not realising it will be deleted in the other.

Select this option if you want product permanently deleted. Depending on which Product Syncing Type you select, if products are deleted in one store, they will immediately be deleted from the other. 

In the case of WooCommerce, if you move a product to trash, and then 'empty' the trash, then the related product in QuickBooks Online will immediately be deleted. Likewise, if a product is deleted in QuickBooks Online, then it will be deleted from your WooCommerce store. 

 

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