At times, you may notice the Stock on Hand value in TradeGecko does not match the value in QBO. Let’s take a look at a few possible reasons that could cause Stock on Hand discrepancies.
➊ Opening Stock Value
The initial stock was not set up in QBO prior to Integration. During Initial Setup, TradeGecko will presume that you have an 'Opening Stock Value' set as a starting point in QBO. TradeGecko will then send out a positive or negative value on every stock movement made after this point.
If you are setting up your accounting Integration, and you have a $100 Stock on Hand Value in TradeGecko then you will need to ensure that this is also set in QBO prior to integrating the apps.
If the Stock on Hand Value does not match when integrating, then it will not match after this point.
➋ Unapproved Stock Journals
TradeGecko will send a Stock Journal (or batch) of Stock Movements made for the past 24 hours to QBO. These can be sent to the Accounting Platform as awaiting approval. If left as unapproved, the Stock on Hand value will not match.
➌ Unsynced Stock Journals
If there are daily Stock Journals that have not been synced across, this will cause a discrepancy as this means that the Accounting Platform is unaware of the increase⬆/decrease⬇ in Stock Value.
Stock Journals that have not been synced across can be checked on the Sync Historical Data Tool for both QBO integration in the Admin view.
➍ Product Creation
If an item is created in TradeGecko with Initial Stock and a Cost per Item, the initial value will not sync over to the accounting integrations.
The initial Stock value appears on a Stock Movement Report and is recognized as a stock movement inside of TradeGecko. However, this is not synced across to the respective Accounting Platforms.
To rule this out as an issue, you can run a Stock Movement report to see if there are any movements with the Initial Stock Movement Type.
➎ Deleted Products
If a product that still has a Stock on Hand Value in TradeGecko is deleted, it will not send an update notifying the Accounting Platforms of the deletion. This is because TradeGecko only sends Stock Movement updates and deleting of Products is not recognized as a movement.
✅ The best practice for deleting a Product is to:
- Create a Stocktake or Stock Adjustment to remove the stock level, and
- Delete the Product.
This will ensure that the Stock Movement is created, and TradeGecko can notify QBO on the removal of that value.
➏ Manage Stock Level
TradeGecko will only sync out Stock Movements to Accounting Platforms if a product has a Stock Levels. If it is changed to Non-Managed Stock, this will not sync to the Accounting Platform.
Although the Stock Level value disappears in TradeGecko, it will still be in QBO for the overall Stock on Hand Value.
✅ If this setting is going to be changed and there currently is an active QBO integration, then it is best practice to also remove the Stock Level through a Stock Adjustment or Stocktake to send the update to QBO.
➐ Stock Journals in QBO
Any Stock Journals that are created in QBO will not be synced to TradeGecko. All stock level changes should be made in TradeGecko as it is the Master of Inventory, and then synced across to the respective Accounting Platforms.
TradeGecko does not integrate with QBO’s Inventory Management and so if an Inventory Item is created in QBO it will not sync back to TradeGecko, including the stock level assigned to it.
Things to take note on 📝
TradeGecko’s Stock on Hand Value will always be correct as far as the Information that has been put into the system is accurate. To ensure that the Stock on Hand Value continues to match between both platforms, it is important to keep the above items in mind.
As the majority of the difference will be TradeGecko’s Stock on Hand Value being higher than QBO it is normally safe to enter that difference into QBO to bring it back up, but it is also important to run through how these differences came about.
Changes in TradeGecko Stock Value that Sync
The table below displays what happens when there are changes in TradeGecko's Stock Value during the sync.
|Set to Fulfilled|
Changes in TradeGecko Stock Value that do not Sync
Here are a few things that do not sync when there are changes in TradeGecko's Stock Value.
- Initial Stock
- Enable/Disable Manage Stock
- Delete Product