Review Uncertain QuickBooks Matches

Clear the QuickBooks items MonuDesk held back so every uncertain match is decided by you, and know which of the three decisions you can never undo.

Written By Dennis Rodin

Last updated 7 days ago

When you import from QuickBooks, anything MonuDesk finds plausible but cannot prove is held back instead of guessed at. Those items wait in the QuickBooks review queue until you decide. Nothing is written for them and no inventory row exists yet, so an item sitting here is neither in your catalog nor lost.

Pro feature. Inventory and the QuickBooks integration are included with the MonuDesk Pro plan.

Why an item is waiting

Two situations put an item here:

  • More than one equally good candidate. The QuickBooks item and several of your stones share a category and the same dimensions, and nothing separates them. Merging into the wrong one would be worse than asking.

  • A likely but unproven counterpart. The names or the attributes are close enough to be suspicious but not close enough to be certain, for example the same size and color but a name that only half matches.

Items with no plausible counterpart at all do not come here. They are simply created as new inventory items during the import.

Check your dimension order before you import. A QuickBooks item name like Bevel 24x10x4 Emerald Pearl does not say which number is the width, which is the height and which is the thickness. MonuDesk reads them as Width x Height x Thickness unless you tell it otherwise, with the Dimension order in QuickBooks setting under Settings > Integrations > QuickBooks, which offers all six orderings.

A confirmation popup headed Check dimension order before importing also appears before every import, both from that Settings panel and from the Import button on the Inventory page. It shows a worked example of how a sample size will be read, and the import only runs once you click That's correct - import.

If that setting is wrong, every size comparison on this screen is comparing the wrong numbers, so the confidence percentages and the same size reason lines cannot be trusted. Changing it only affects future imports; items already in MonuDesk are left as they are.

Find the queue

After an import that held anything back, an amber banner appears on the Inventory page, above the tab bar: "27 QuickBooks items need your review before they can be imported." Click Review now.

The banner only shows when the count is above zero, and the count is for the office currently chosen in the office switcher. On a multi-office account each office has its own queue. Clear one and the banner may reappear when you switch to another location.

What the screen shows

The header reads QuickBooks review, with an Inventory link back to the list and a Resolved 3 / 27 badge that ticks up as you work.

Each row is split in two. On the left, under From QuickBooks, is the QuickBooks item: its name, its description, and small badges for whatever MonuDesk read out of it - size, piece type, material, shape, category, the unit price, and the on-hand quantity for QuickBooks Inventory items.

On the right, under Possible matches in your MonuDesk inventory, are up to three suggestions, best first. Each one shows:

  • The item name, with a confidence percentage on the right.

  • Badges that tell near-identical stones apart: SKU, size, color, Finish:, price and quantity.

  • A plain-English reason line, for example same size 24x12x4, same color, name 62% similar, or same size 24x12x4, color differs.

When nothing looks close, the panel says so: "Nothing in your MonuDesk inventory looks like a match for this QuickBooks item. Create it as a new product, or skip to decide later."

Suggestions that have since been claimed by a different QuickBooks item are dropped from the list automatically, so you are never offered a match that cannot be made.

The three decisions

Pick one, then click Confirm. Each decision saves immediately and that row leaves the list, so you can stop halfway and come back later.

  • Match - click one of the suggestions. The QuickBooks item is tied to that inventory item, and the item picks up the QuickBooks price, cost and description. From then on it behaves like any linked item: future imports update it, and your MonuDesk edits push back.

  • Create new - makes the inventory row now, using the attributes shown on the left, and links it to the QuickBooks item.

  • Skip - leaves it out of MonuDesk.

Skip is permanent. A skip is recorded as a final decision. Every future import sees it and passes the item over again. It will never appear in this queue a second time. If you later want a skipped item in MonuDesk, add it by hand on the Inventory page with Quick Add, then tie it to its QuickBooks item with the QuickBooks link field in its edit popup. When you are unsure, leave the row alone and come back to it instead of skipping it.

Two matches are refused, with a message saying why: an inventory item that is already linked to a different QuickBooks item, and one that was deleted in MonuDesk. Pick another suggestion or choose Create new.

Work it from the keyboard

The screen is built to be cleared quickly. The key list is printed under the heading:

  • 1–3 - pick the first, second or third suggestion.

  • N - create new.

  • S - skip.

  • Enter - confirm the highlighted row.

  • ↑ / ↓ - move between rows.

The row you are on is outlined in blue. Clicking a row also makes it the active one.

Accept all ≥ 90%

Top right is Accept all ≥ 90% (n), where n is how many rows on this page have a top suggestion at 90% or better. Click it and a dialog headed Accept top suggestions? explains what will happen; click Accept matches to run it.

Every pending item whose best suggestion scores 90% or higher is linked to that suggestion. Anything below the bar is untouched and stays in the queue. You get a count back (Accepted 18 matches; 9 left for manual review) and the queue reloads. A row that cannot be linked (because the target was claimed or deleted in the meantime) is quietly left for you rather than forced.

It is safe when your inventory is already tidy and the high-scoring suggestions are agreeing on size, color and piece type. If your catalog carries several near-identical stones that differ only in finish, work down the list by hand instead.

After the queue is clear

The page shows All caught up and the banner disappears from the Inventory page. Matched and created items are now ordinary linked inventory items: re-importing updates them instead of duplicating them, and edits you make in MonuDesk push back to that office's QuickBooks company as long as Sync inventory changes to QuickBooks is on.

A link can also be set without waiting for an import: every item's edit popup carries a QuickBooks link field with a picker of your QuickBooks items, so you can point an item at the exact QuickBooks item it syncs to straight from the Inventory page.

Items you resolved also appear in the import report CSV with their outcome, so you can check the whole run in Excel afterwards.

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