Products

When you post each sale as an itemised receipt — or a Daily invoice — every product posts to QuickBooks as its own line, so QuickBooks needs to know which item each of your products is. You set this up once under Map products.

This is needed when sales post as Each sale or a Daily invoice. A Daily summary posts the day’s totals, not the individual products, so it maps accounts instead — see How sales post.

Map your products

1. On the QuickBooks page, open Map products.
2. For each product, search your QuickBooks items and pick the one it should post as.
3. Saving asks you to confirm with two-factor authentication — it’s how Swann Retail protects a change that decides where your money posts.

Swann Retail doesn’t match your products for you — you map each product you sell yourself. To make it quick, searching pulls up your QuickBooks items by name so you just pick the right one; you never have to type in a code. A product you’ve archived and no longer sell doesn’t need mapping.

When a sale won’t post for a product

Swann Retail never guesses which QuickBooks item a product is, and it never quietly posts a sale with a product missing. So if a sale includes a product you haven’t mapped yet, that whole sale is held rather than posted wrong — you’ll find it under Fixing what won’t post as a product isn’t mapped. If you post a Daily invoice, an unmapped product holds that whole day’s sales (the day posts as one document), not just the one sale — so mapping it clears the whole day at once.

To clear it:

1. Open Map products and map the product that was missing. Mapping it clears the a product isn’t mapped note for you — you don’t have to mark it resolved by hand.
2. The held day re-posts on its own at the next sync; to post it right away, see Post a day yourself.

This is the same idea as an unmapped tax code or add-on — Swann Retail would rather hold a sale than post it wrong, so the fix is always: map what was missing.