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How to Manually Sync Your Data

Manual sync gives you on-demand control over your data freshness. Use it when you need the absolute latest information from Shopify right now.

What Is Manual Sync?​

Definition: User-controlled sync you trigger immediately (not automatic)

Scope: Complete full data sync from Shopify

Purpose: Update your data on demand for time-critical decisions

Time required: 5-10 minutes

How to Trigger Manual Sync​

Option 1: From Settings​

  1. Go to Account Settings
  2. Look for Shopify Store Data or Sync section
  3. Click the Refresh or Sync button
  4. Wait 5-10 minutes for completion

Option 2: From Dashboard​

  1. Go to your Dashboard
  2. Look at top-right corner
  3. Click the Sync button or refresh icon
  4. Wait for completion message

Option 3: From Inventory Table​

  1. Open your Inventory Table
  2. Look at top-right corner
  3. Click the Sync button or refresh icon
  4. Wait for completion message

Step-by-Step Process​

Step 1: Locate the Sync Button​

Navigation:

  • Go to Settings, Dashboard, or Inventory Table
  • Look for "Sync," "Refresh," or "Update" button
  • May be labeled as an icon (circular arrow) or text

Still can't find it?

  • Try Settings → General → Shopify Store Data section
  • Scroll down if needed
  • Contact support via chat if still stuck

Step 2: Click the Sync Button​

Action: Click the Sync button to start

What happens: Synplex begins fetching latest data from Shopify

Visual indicator: You'll see "Syncing..." or loading message

Step 3: Wait for Completion​

Typical time: 5-10 minutes

Factors affecting speed:

  • Catalog size: Smaller catalogs sync faster
  • Time of day: Off-peak hours are faster
  • System load: Less busy = faster sync
  • Network: Connection quality affects speed

During sync: You can continue working, but avoid major changes

Step 4: Verify Completion​

Success indicator: "Sync complete" or "Data updated" message appears

Timestamp check:

  • Look for "Last Synced" indicator
  • Should show current time
  • If old, sync may have failed

Data verification:

  • Reload your page (Ctrl+R or Cmd+R)
  • Check if data matches Shopify
  • If fixed, you're done!

When to Use Manual Sync​

Use Manual Sync When:​

✅ Before major decisions

  • Creating large purchase orders
  • Generating important reports
  • Setting inventory thresholds

✅ After bulk changes in Shopify

  • Imported 200 new products
  • Updated prices on many items
  • Reconciled inventory from physical count

✅ For time-sensitive operations

  • Need most current data RIGHT NOW
  • Can't wait for daily sync
  • Making urgent reorder decisions

✅ When you suspect data is stale

  • Data looks outdated
  • Changes made yesterday not showing
  • Need to verify accuracy

Don't Need Manual Sync For:​

❌ Routine browsing
❌ General monitoring (auto-sync handles it)
❌ Small individual changes (webhooks catch these)
❌ If no decisions being made

Real-World Scenarios​

Scenario A: Bulk Import Just Completed​

Situation:

  • You imported 200 new products into Shopify
  • Import shows complete
  • But you want to see them in Synplex immediately
  • Can't wait until tomorrow's daily sync

What to do:

  1. Go to Settings
  2. Click Refresh button
  3. Wait 10-15 minutes (bulk imports are large)
  4. Check Inventory Table
  5. All 200 new products visible and ready to forecast

Why it helps: Catch bulk operations immediately, start planning today

Scenario B: Major Inventory Adjustment​

Situation:

  • Updated 50 product quantities in Shopify
  • Performed bulk inventory correction
  • About to place orders
  • Need to confirm latest quantities

What to do:

  1. Make all changes in Shopify
  2. Go to Synplex Settings
  3. Click Refresh button
  4. Wait 5-10 minutes
  5. Verify quantities match Shopify
  6. Place orders with confidence

Why it helps: Your reorder calculations are accurate and confident

Scenario C: Troubleshooting Data Discrepancy​

Situation:

  • Inventory data looks wrong
  • Doesn't match what's in Shopify
  • You suspect sync failure

What to do:

  1. Notice the problem
  2. Go to Settings
  3. Click Refresh button
  4. Wait 10 minutes
  5. Check if data matches now
  6. If fixed, problem was just a timing delay

Why it helps: Manually verify data accuracy before decisions

Understanding Sync Speed​

Why Syncs Take Different Times​

FactorImpactTips
Catalog sizeLarger = slowerLarge catalogs may take 10-15 min
Time of dayOff-peak fasterSync at night for quicker results
System loadBusy = slowerCheck back if too slow
NetworkPoor connection = slowerCheck internet stability

Typical Sync Times​

  • Fast: 2-3 minutes (small catalog, off-peak)
  • Standard: 5-10 minutes (average catalog)
  • Slow: 15+ minutes (very large catalog or peak hours)

What If Sync Takes Too Long?​

After 15 minutes still syncing:

  1. Check if still showing "Syncing..." message
  2. If stuck, try refreshing the page
  3. Wait a few more minutes
  4. If still not done, try again later

Prevention: Sync during off-peak hours (early morning, night)

After Sync Completes​

Verify Success​

  1. Wait for confirmation message

    • Should see "Sync complete" or similar
    • Wait a few seconds after seeing message

  2. Reload the page

    • Press Ctrl+R (Windows) or Cmd+R (Mac)
    • Or go back to home page
    • Gets latest data from server

  3. Check the data

    • Does it look updated?
    • Do quantities match Shopify?
    • Are new products visible?

  4. If still wrong

    • Problem might be deeper than sync
    • See troubleshooting guide
    • Contact support with details

What Data Changed​

After sync completes, you'll see:

  • Updated product quantities
  • Latest pricing
  • New/deleted products
  • Modified product details
  • Current sales data

Best Practices​

Best Practice 1: Sync Before Critical Decisions​

When to sync:

  • Before creating large POs
  • Before generating reports
  • Before analyzing trends
  • Before making price changes

Don't sync:

  • During routine browsing
  • For general monitoring
  • Unless something seems wrong

Best Practice 2: Sync During Off-Peak Hours​

Faster syncs at:

  • Early morning (5-8 AM)
  • Late evening (9 PM-midnight)
  • Weekends
  • Holidays

Slower syncs at:

  • Business hours (9 AM-5 PM)
  • Peak seasons
  • Around reports generation time

Best Practice 3: Use Regular Intervals if Needed​

No set schedule — only sync when you NEED current data

Factors to consider:

  • How often do you make bulk changes?
  • How time-sensitive are your decisions?
  • How much do you rely on latest data?

Your answer determines: How often to manually sync

FAQ​

Q: Does manual sync erase my data?​

A: No, absolutely not! Manual sync only updates data from Shopify. Everything you created stays:

  • Your notes and tags
  • Your forecasts
  • Your settings
  • Your configurations

Safe to use anytime.

Q: How often should I manually sync?​

A: No set schedule needed. Only sync when you NEED current data:

  • Could be weekly, could be never
  • Depends on your workflow
  • Recommendation: Let webhooks and daily sync handle routine work; use manual sync for important moments

Q: Do I need to sync before every decision?​

A: Use judgment:

Don't sync before:

  • Routine browsing
  • General monitoring
  • Quick checks
  • Auto-sync is sufficient

Do sync before:

  • Placing orders
  • Making big decisions
  • Generating reports
  • Setting reorder points
  • Critical analysis
  • Committing to forecasts

Q: What if sync takes longer than expected?​

A:

Possible reasons:

  • Very large catalog
  • Peak business hours
  • Shopify servers busy
  • Complex bulk operations
  • One-time slowdown

What to do:

  • Wait full 15 minutes minimum
  • Reload page after 10 minutes
  • Check "Last synced" timestamp
  • If complete, fresh data ready
  • If stuck, contact support

Q: What if data still doesn't match after sync?​

A: Not a timing issue — might be deeper problem:

  1. Verify problem is real

    • Check Shopify directly
    • What does Shopify show?
    • How different from Synplex?

  2. Contact support with:

    • Product name/SKU
    • What Shopify shows
    • What Synplex shows
    • When you last synced
    • Any screenshots

  3. Support will:

    • Investigate backend
    • Find the issue
    • Manually correct if needed
    • Prevent future problems

Next Steps​