The Product Catalog Maintenance 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. |