How to Sync Your Product Catalog Across GSA, Amazon, and Walmart

 

If you are a government contractor selling to government marketplaces like GSA Advantage as well as trying to boost your presence on commercial marketplaces like Amazon and Walmart, managing a robust product catalog across all three channels is a big problem. 

Synchronizing your product catalogs to accurately reflect product descriptions, following mandatory compliances of government agencies, and resolving errors that come with the catalog management process are some of the things that you need to be concerned about. 

As such, this guide is designed to specifically help you sync your product catalogs across platforms like Amazon, Walmart, and GSA while helping you reduce errors and leverage the uniqueness of these platforms to boost your sales. 

 

Let's get started. 

 

Why Should You Sync Your Product Catalogs? 

 

One of the things that many customers find extremely frustrating is inaccuracy in product listings across different catalogs in multi-channel sales.

Imagine you are a customer and see a business’s catalog showing a certain price for a product on Amazon and a different price on Walmart. This instantly raises alarm bells in your mind making you think the business is inconsiderate, lazy, or outright fraud. 

This is especially severe in the case of government contractors, who are pre-vetted and generally enjoy the reputation of being good businesses. 

Setting aside the damage to reputation, in severe cases, government contractors have to face penalties, or even have their contracts canceled, making their years of efforts of getting a federal contract and selling on the government marketplace go down the drain. 

This is just one example of incorrect pricing across multiple catalogs which could have been avoided with proper syncing. 

 

Many other problems like overstocking or understocking, inaccurate product descriptions, customer complaints, etc. are bound to come up with an unsynced catalog, harming the business across different levels including, but not limited to; damage to reputation, loss of revenue, penalties, and even legal actions. 

However, a well-synced catalog ensures a business remains reputable and compliant by: 

 

• Providing accurate product information across sales channels
• Managing real-time inventory updates to avoid stockouts
• Maintaining Price compliance across platforms 
• Ensuring faster order processing through efficient supply chain coordination
• Optimizing the catalog to ensure fewer listing errors and rejections

 

Recommended: Manage your product catalogs for B2B and B2G sales

 

What Are The Challenges With Catalog Syncing Across Amazon, Walmart, And GSA

 

 

Since syncing catalogs across platforms is very important, so why do most businesses struggle with it? This comes down to the severe problems that businesses encounter when trying to perform an effective synchronization. 

Here are some of them: 

 

Unique Marketplaces Requirements

Each marketplace (Amazon, Walmart, and GSA) has a unique requirement on how they want you to display your product catalogs on their platform. 

For example, 

 

• Amazon requires at least 1 main image (1000x1000 pixels minimum) with a white background and product IDs like UPC, EAN, ISBN, or Amazon ASIN. 
• Walmart requires a minimum of 3 images, 1000x1000 pixels with a white background, and product IDs like GTIN, UPC, or EAN. 
• GSA requires the TAA country of origin, manufacturer number, contract numbers, etc. 

 

These are only some of the many differences each platform requires out of their product catalogs.  

Many other essential items like SKUs, product descriptions, UPCs, Pricing, etc. need to be displayed differently on each of these catalogs making effectively syncing the catalogs a nightmare for many businesses. 

 

Data Structures Differences

One system wants Excel, another prefers XML or API. Moreover, government marketplaces like GSA Advantage from GSA explicitly require EDI for document exchanges. So, all government contractors must have EDI enabled. 

However syncing EDI data throughout different systems of GSA, Amazon, and Walmart poses its own sets of challenges like mapping errors, scaling issues, data transformation issues, etc. 

This makes the process of syncing the catalogs complicated. 

 

Inventory Mismatches

You sell out on one platform, but it is still available on others. Mismatches on inventory need to be accurately reflected on all catalogs on all platforms. 

If customers purchase certain items only to find out that the items are out of stock, it can lead to severe loss of sales and reputation. 

But making sure that data from inventories comes up accurately and in real-time to reflect on the product catalog across different channels is a hard thing. 
For example, you have product catalogs for different products you sell and now you have to ensure that the catalogs are up-to-date with accurate data on all sales platforms by getting item information from your inventory system or ERP and instantly showcasing them in your catalog. 

Without proper coordination, data exchanges, visibility, and error resolution mechanisms, this process becomes severely difficult. 

 

Compliance Risks

Compliance risks are a major factor for businesses. Failure to comply with the compliance standards outlined by either Amazon, Walmart, or GSA can be a direct cause of getting banned from these platforms. 

How to navigate the complexities of syncing catalogs on all these platforms without getting flagged for compliance violations is a major cause of concern for many businesses. 

Many government sellers selling on GSA may not be aware of compliance rules for platforms like Amazon and Walmart, causing significant problems when it comes to catalog syncing. 

This is also true in federal marketplaces like GSA, where simple incorrect pricing can be a violation.

 

Also read: EDI Compliance for B2B and B2G E-commerce

 

Manual Updates = human errors

Updating catalog information manually across the three platforms through Excel sheets, human input, and without automation is a major cause of risks in the modern business environment. 

These methods are extremely prone to errors where even a simple typo can cause severe consequences where catalogs show different descriptions for different channels. This can cause compliance violations, customer dissatisfaction, and loss of revenue on a massive scale. 

So, using automation to sync catalogs across channels automatically is a must for multichannel sellers. However, many old businesses are still using this method, and it can be challenging to convince them otherwise. 

 

10 Ways To Properly Sync Product Catalogs Across Multiple Sales Platforms With Commerce Network

 

 

Commerce Network provides a tailored e-commerce SAAS solution built-in with dashboards, EDI compliances, and protocols, as well as specifications to properly ensure catalog sync and management across different B2B and B2G sales channels. 

Here are some ways you can use Commerce Network with pre-built ERP and Accounting systems connectors to sync product catalogs across channels. 

 

1. Connect and Use an ERP System for Real-Time Inventory Management

Centralizing inventory management with an ERP system ensures real-time updates across all sales channels. This prevents overselling, reduces backorders, and maintains consistency in pricing and product details.

Steps to Implement:

 

• Choose an ERP with multi-channel integration (e.g., Oracle NetSuite) and connect it with your e-commerce platform (Commerce Network).
• Connect APIs to sync inventory and pricing with Amazon Seller Central, Walmart Marketplace, and GSA Advantage.
• Set triggers for instant updates (e.g., stock drops below 10 units = auto-pause listings).
• Use middleware like Commerce Network to bridge ERP gaps for non-supported platforms.
• Schedule hourly/daily batch updates for high-volume SKUs.

 

2. Leverage EDI for Seamless Order & Inventory Flow

EDI (Electronic Data Interchange) automates order and inventory transactions, particularly critical for GSA compliance. It reduces manual effort and ensures accurate inventory deductions post-sale.

Steps to Implement:

• Partner with EDI providers like Commerce Network specializing in GSA compliance.
• Map EDI transactions (e.g., 850 for POs, 810 for invoices) to ERP workflows.
• Test EDI exchanges with Walmart’s Retail Link and GSA’s FAS Sales Reporting Portal.
• Automate inventory deductions in ERP after EDI order confirmations.
• Conduct quarterly EDI audits to ensure alignment with platform requirements.

 

Recommended: Complete Guide To Understand EDI

 

3. Create a Centralized Master Catalog

A centralized master catalog in an ERP system acts as a single source of truth. It streamlines updates and ensures consistency across channel-specific product listings.

Steps to Implement:

• Deploy your ERP to consolidate product data.
• Standardize attributes (e.g., GTIN, dimensions) across all channels.
• Build channel-specific templates (e.g., GSA’s “Country of Origin” field).
• Schedule nightly syncs to push catalog updates to all platforms.
• Audit quarterly for discrepancies (e.g., Amazon’s bullet points vs. Walmart’s keywords).

 

4. Resolve Differing Data Requirements Across Platforms

Each platform has unique data requirements (e.g., titles, images, SKUs). Mapping tools ensure compliance while maintaining a unified product database.

Steps to Implement:

• Use Commerce Network to map Amazon’s 200-character title limit vs. Walmart’s 150-character limit.
• Optimize images per platform specs (e.g., Amazon: 1000x1000px, Walmart: 2000x2000px).
• Add GSA-specific fields (e.g., SIN numbers) via conditional logic in PIM.
• Run bulk edits for seasonal updates (e.g., holiday keywords).
• Validate feeds using platform-specific tools (e.g., Amazon Feed Diagnostics).

 

5. Handle Data Structure Differences with Smart Mapping and EDI

Platforms use varying data formats (APIs, flat files, EDI). Commerce Network acts as a middleware that converts and maps data to meet channel-specific requirements.

Steps to Implement:

• Convert flat files (GSA) to API-ready JSON (Amazon/Walmart) using Commerce Network SaaS solution.
• Use Amazon SP-API for real-time SKU updates and Walmart API for pricing.
• Validate EDI 846 (Inventory Inquiry) for GSA stock reconciliation.
• Document data mappings (e.g., “Size” in ERP -  “Package Dimensions” on Amazon).
• Test data conversions with staging environments before live deployment.

 

6. Ensure Compliance with Each Platform’s Rules

Compliance with marketplace rules (e.g., GSA’s TAA, and Amazon’s restricted categories) avoids listing rejections and penalties.

Steps to Implement:

• Integrate your e-commerce solution to flag restricted categories (e.g., Amazon’s hazmat items).
• Validate GSA TAA compliance (e.g., “Made in USA” tagging).
• Set regex rules for UPC/EAN validation in your ERP system.
• Pre-check Walmart’s prohibited items list (e.g., CBD products).
• Train teams on platform policy updates via monthly compliance briefings.

 

7. Eliminate Manual Errors with Automation 

Automating catalog updates reduces human errors in data entry, pricing, and inventory adjustments.

Steps to Implement:

• Sync pricing rules (e.g., MAP policies) across channels via Commerce Network.
• Deploy our tailored solution to automate Google Sheets → Walmart catalog CSV uploads.
• Set error alerts for mismatched SKUs or failed API calls.
• Audit logs weekly to identify recurring automation failures.

 

Also read: Supply Chain Automation: Why It Matters

 

8. Use the SaaS Solution for Multi-Channel Selling

SaaS platforms like Commerce Network centralize catalog management, orders, and inventory across channels, simplifying scalability.

Steps to Implement:

• Integrate SaaS with QuickBooks for unified financial tracking.
• Train staff on centralized dashboards for cross-channel order visibility.
• Use pre-built connectors available on Commerce Network for niche platforms (e.g., GSA via EDI modules).
• Stress-test SaaS scalability with 10k+ SKU uploads.

 

9. Enable Two-Way Syncing for Orders and Returns

Bi-directional syncing ensures orders, returns, and inventory adjustments flow seamlessly between platforms and your ERP.

Steps to Implement:

• Use Commerce Network to pull Amazon orders into ERP for fulfillment.
• Auto-update Walmart inventory levels after order shipments via API.
• Process GSA returns via EDI transactions.
• Sync returns reasons to ERP for analytics (e.g., “defective” vs. “wrong size”).
• Test two-way flows with dummy orders to validate accuracy.

 

10. Track Sync Health with Dashboards and Alerts

Monitoring sync performance helps identify errors before they impact customers, ensuring uninterrupted catalog accuracy. A personalized dashboard helps with many issues plaguing a business owner in managing catalogs. 

Steps to Implement:

• Use Commerce Network Dashboard to monitor sync latency ( e.g. <1hr for EDI).
• Track error rates. 
• Set alerts for critical failures (e.g., GSA catalog upload timeout).
• Generate weekly reports on SKU coverage gaps (e.g., missing on Walmart).
• Review root causes (e.g., API rate limits) during monthly meetings.
• Contact Commerce Network to resolve any issues or concerns with your dashboard. 

 

Conclusion

Syncing and managing catalogs across platforms like Amazon, GSA, and Walmart does not need to be difficult. With proper tools, effective implementation, and the will to optimize your business environment, it is possible. And with the help of SAAS platforms like Commerce Network, it becomes even more easy. So, start syncing your product catalogs and improve your business revenue.