Find QuickBooks items missing from your store

You added an inventory item in QuickBooks. Nothing on this storefront corresponds to it. That’s normal partway through setting up a product, and it’s also normal permanently — plenty of items are deliberately never sold on a particular channel.

It is not an error, and nothing is stuck. No order failed and no sync is blocked. The report exists because inventory can’t sync for a product that only exists on one side.

Each row shows the product’s name, its SKU, and the quantity on hand in QuickBooks, so you can tell what the item actually is without opening QuickBooks.

Create the product on your store and map it. The row disappears on its own once the mapping exists — there’s nothing to resolve or dismiss.

The exception is a row that is the parent style of sizes you already sell. See the next section before you create or link anything for it.

Some rows show a note: This looks like the parent style of 11 sized variants of a product that’s already mapped on your store.

This happens when your vendor bills you for the style, not the sizes. For example, the vendor bills “10 of item 300”, so QuickBooks has an item with SKU 300. Your store sells that slipper as one product with sizes 300-36, 300-37, 300-38 and so on, and each size is already mapped to its own QuickBooks item. The style item 300 has no product on your store because it isn’t a product you sell. It’s the name the vendor uses on the bill.

Don’t create a product for it, and don’t link it to one of the sizes. A link to one size doesn’t fix the mismatch: the vendor’s quantity is for the whole style, not for that one size, so inventory drifts further out of line. The row stays on the report.

You have three options:

• Ask your vendor to bill per size. Each bill line then matches a size you already sell, and the row has nothing left to report.
• Split the bill in QuickBooks by size. When you enter the bill, record each size on its own line instead of the style item.
• Keep the style item and adjust inventory by hand. Receive the stock against the style item as the vendor bills it, then adjust each size’s quantity yourself. This works, but you repeat it with every shipment.

Only rows that match this pattern get the note. TruSync adds it only when most of the matching sizes belong to one product on your store. A shared code isn’t enough: if 222.13, 222.14 and 222.15 are different products that happen to start with 222, no single product holds most of them, so the row gets no note and creating or linking the product is still the right fix.

On a row that isn’t ignored, Link Product stays available in case you have a reason to use it.

If the product is already on your store, you don’t need to create anything. Choose Link Product on the row, pick the storefront product that matches, and confirm. TruSync maps it for you, the row disappears, and inventory syncs from QuickBooks to that product the same way it does for any other mapping.

Some rows show Matches 2 products on your store (or however many). That means the item’s SKU matched more than one storefront product, so TruSync didn’t link it on its own because it can’t tell which one you mean. Link Product opens with those products already listed. Pick the right one.

If the row has no candidates, or the product you want isn’t among them, type a name or SKU into Search your products and choose from the results. The search covers products on your store that aren’t mapped to a QuickBooks item yet.

Link Product isn’t offered for ignored items. Move one back first.

Some items are never going to be sold on a given channel: services, freight charges, samples, items you only sell elsewhere.

Choose Ignore on the row and it stays hidden. Ignoring is a decision that sticks — the item won’t come back the next time it turns up in a QuickBooks transaction.

Ignored items remain viewable, so you can bring one back if you change your mind.

Merchants stock channels differently — something listed on Shopify may be deliberately absent from Amazon. So “ignore” is answered per store.

When a decision does apply everywhere, the app offers to apply it across every store in your organization at once, so per-store precision doesn’t turn into per-store tedium.

Trudy can read this report and act on it, so you can work through it in chat instead of the Needs Listing tab. She sees the same rows you do, including the products a row matched.

Things you can ask:

• “What’s in QuickBooks but not on my store?” She lists the rows, with quantity on hand.
• “Why is the Blue Mug item showing up?” or “Which two products does it match?” She names the storefront products the item’s SKU matched.
• “Why is the Egos Copenhagen Slipper - Grey item on the list?” If it’s the parent style of sizes you already sell, she says so and offers the three options above instead of offering to create or link a product. If you’ve ignored the item, say so (“it’s in my ignored list”) so she looks there.
• “Link the Blue Mug item to my Blue Mug product.” She finds both sides and links them, the same as Link Product. If more than one product fits, she asks which.
• “Ignore the shipping and service items.” She ignores them one item at a time, and the rows move to the ignored list.

By default an ignore applies to the store you’re looking at. Trudy applies it across every store in your organization only if you say the item is irrelevant everywhere.

Anything Trudy does here shows up in the Needs Listing tab straight away, and anything you do in the tab, she sees.

Both mention products, in opposite directions:

• Needs Listing — the product is in QuickBooks and missing from your store. No order is involved, and nothing is blocked.
• Order exception — an order arrived from your store containing a product that isn’t mapped to a QuickBooks item, so that order is waiting to post. See Order exceptions.

Add paragraph text. Click “Edit Text” to update the font, size and more. To change and reuse text themes, go to Site Styles.