The Product Catalog Maintenance has two tools, QBO Product Sync and Product Cleanup.
QBO Product Sync Tool
The QBO Product Sync tool is used to sync product changes in PSA to QBO.
When a change occurs in PSA, the following fields are updated in QBO so both programs match.
- Income Account
- COGS/Expense Account
- Inventory Account
- Taxable Option
- Product Type
Without these matching, when a product's GL mapping is changed in PSA and then syncs over to QBO, the Income, COGS/Expense, and Inventory will still go to which accounts are configured in QBO. Changes to the taxability of a product will also no longer match. And having mismatched product types can lead to inventory count and valuation issues. Without this tool, these items need to be updated manually in QBO.
Income, COGS/Expense, and Inventory Accounts are based on the PSA GL Mapping table.
Product Types are based on the Type Cross Reference field in the PSA Product Type setup table.
| Number | Function | Description |
| 1 | Enable Product Sync | Toggle to enable/disable tool |
| 2 | Run Mode | Select which mode to run the tool.
Send email results only – Sync will identify mismatches and provide a report or the results, but no changes will be made to QBO Auto-update QuickBooks Online and send email results – Sync will identify mismatches, correct them in QBO, and provide a report of the results. |
| 3 | Identify Missing Products | Adds a list of products in QBO that are not in PSA as well as a list of products in PSA that are not in QBO to the end of the report. |
| 4 | Email Address | Email address(es) to where reports are to be sent. |
| 5 | Submit/Cancel | Submit – Saves any changes made.
Cancel – Cancels any changes made. |
| 6 | Run Sync Now | Starts a manual sync immediately. Otherwise, sync runs automatically at midnight (ET) every night. |
Product Cleanup Tool
The Product Cleanup tool will mark products inactive if they have not been used within a selected period of time. Syncing product status from ConnectWise PSA to QuickBooks Online is also supported.
To enable this tool, log into MMB and select Tools > Product Catalog Maintenance. Select the toggle for Enable Product Cleanup and a list of options will be displayed:
Mark product as inactive if it hasn't been used in XX months
Enter the number of months of inactivity after which a product should be considered inactive. For each active product in ConnectWise PSA, the cleanup tool will check for agreements, tickets, project tickets, sales orders, opportunities, and invoices that used the product within this timeframe. If no results were found, the product will be set to inactive status.
Also mark the product inactive in QuickBooks Online
Select this option if you would like to set the product to inactive status in QuickBooks Online as well.
Requires an active QuickBooks Online connection.
Mark products in QuickBooks Online inactive if they are inactive in ConnectWise PSA
Select this option and the tool will compare already inactive products in ConnectWise PSA against active products in QuickBooks Online and set any matches found to the inactive status.
Requires an active QuickBooks Online connection.
Email Address(es)
Enter one or more email addresses to receive an email summary of the cleanup process. You can also view a detailed report of the cleanup results any time by selecting Reports > Product Catalog Maintenance Report > Product Cleanup Report. The report will display a list of products that were deactivated along with the date they were last used.
When enabled, this tool will run once a day at midnight (ET). To run it manually, select the Run Product Cleanup Now button. The cleanup tool will open in a new window, and a progress bar will appear. Once the product lookup is complete, a list of changes will be displayed for review. Select the Apply Results button to apply the changes.
Note:
Depending on the number of products in ConnectWise PSA, the first cleanup may take a long time to run.
Some permission changes are required. Please check your ConnectWise PSA Configuration before using this tool.