Our sync stores "lists" of data from your Shopify store and QuickBooks company within our sync to use for reference when syncing data, and for our options that show Shopify and QuickBooks data from your store in our Settings and Map areas.
However, scenarios can occur when a change happens to Shopify or QuickBooks data, that our sync needs to "know" about. Common examples of these scenarios are:
A QuickBooks product being manually added, renamed or deleted
A QuickBooks customer being manually added, renamed, or deleted
A QuickBooks account, class, or custom field being added, renamed or deleted
A QuickBooks preference being changed, like sales tax enabled/disabled, or inventory management being turned on or off.
A Shopify customer being manually added, renamed or deleted
A Shopify product being manually added, renamed, inventory tracking turned on/off, or being deleted
In cases like the above, our sync has a "Rescan Data" button on our Settings and Map pages, to allow you to tell our sync to rescan or "refresh" these different lists from QuickBooks, or Shopify, as needed.
Rescanning Data
The Rescan Data button is present in the MyWorks Sync > Settings and Map pages, and has several options:
Rescan Shopify Products: this tells our sync to rescan your store's list of Shopify products, to ensure our app is aware of the current, full list of Shopify products in this store. This can be helpful if you're not seeing a Shopify product present on the Map > Products/Variations page.
Rescan QuickBooks Products: this tells our sync to rescan the store's list of QuickBooks products, to ensure our app is aware of the current, full list of QuickBooks products in your company. This can be helpful if you aren't seeing a QuickBooks product present in the dropdown on the right side of the Map > Products/Variations page, or in our settings.
Rescan Shopify Customers: this tells our sync to rescan your store's list of Shopify customers, to ensure our app is aware of the current, full list of Shopify customers in this store. This can be helpful if you're not seeing a Shopify customer present on the Map > Customers page.
Rescan QuickBooks Customers: this tells our sync to rescan your store's list of QuickBooks customers, to ensure our app is aware of the current, full list of QuickBooks customers in your company. This can be helpful if you aren't seeing a QuickBooks customer present in the dropdown on the right side of the Map > Customer page, in our settings, or if a QuickBooks customer has been recently deleted or merged, and our sync is trying to sync an order into it, but failing with a "2500 not found" error from QuickBooks.
Rescan QuickBooks Other Lists: this tells our sync to rescan any other lists in QuickBooks, including the Chart of Accounts, QuickBooks Preferences, QuickBooks Sales Tax Settings, QuickBooks Custom Field lists, QuickBooks Classes/Location, QuickBooks Terms. This option may be needed if the contents of any of these lists in QuickBooks are changed and our sync needs to reflect this in one of our settings/mapping dropdowns.
Overall tips
If you've manually added, deleted, or made a change to a Shopify customer/product, or a QuickBooks customer, product, account, setting, tax configuration, custom field, or setting; and need this to be reflected in our sync, the Rescan Data option is the correct step to accomplish this.
When installed for the first time, our sync will already automatically conduct this refresh on its own.