Find QuickBooks items missing from your store

Needs Listing is a report of products that exist in QuickBooks but have no matching product on a given store. It lives under Products as a tab, alongside Unmapped and Mapped.

What it’s telling you

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.

Clearing a row

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.

Linking a row to a product you already have

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.

Ignoring things you’ll never list

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.

It’s per store, on purpose

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.

Asking Trudy

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.
• “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.

How this differs from an order exception

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.

FAQ

Do I have to do anything about Needs Listing? No. It’s a report, not a queue. Act on the rows that represent products you meant to list, and ignore the ones you didn’t.

Why did an item I retired in QuickBooks disappear from the list? Making an item inactive in QuickBooks takes it off the report automatically.

The product is already on my store. Why is the item still listed here? Either the SKU on the storefront doesn’t match the one in QuickBooks, or it matched more than one product and TruSync wouldn’t guess. Use Link Product on the row to pick the right one.

I ignored something by mistake. Can I get it back? Yes — ignored items stay viewable and can be restored.

Can Trudy link or ignore Needs Listing items for me? Yes. Ask her which items are waiting, then tell her to link one to a product on your store or to ignore it. See Asking Trudy above.

Does a row here mean inventory isn’t syncing? It means inventory can’t sync for that product, because it only exists in QuickBooks. Everything mapped keeps syncing normally.

These used to appear on the Order Exceptions page. What changed? They did, and it was misleading — they were shown as orders that couldn’t sync, identified by an internal code, when no order was involved. They’re now a report under Products, showing the actual product name and stock on hand.