Knowledge Base

Inventory & Catalogue Management

Q: What’s the difference between tracked, untracked, and single-use inventory items?
A: Gojee has three distinct types of inventory items, each suited to different use cases:

Tracked Items are materials where you want to monitor stock levels. When you set an item as “tracked,” the system requires you to assign an inventory asset account (in Xero) because a tracked item carries a stock value. Every time goods are received, the stock level automatically updates, and the cost of those goods moves into the inventory asset account. When items are consumed against a job, the stock level decreases and the cost transfers to the job. Tracked items are best for materials you purchase regularly, hold in stock, and want to monitor (e.g., common building materials, frequently used components).

Untracked Items are items you purchase but don’t need to monitor stock levels for. Because there’s no stock level, untracked items don’t need an inventory asset account. Untracked items are ideal for tools, assets, consumables and freight charges. A key advantage is that untracked items allow you to **edit the cost and price on each job’s BOM individually**, making them flexible for items with variable pricing.

Single-Use Items are ad-hoc line items created directly on a job’s Bill of Materials for a one-time need. They don’t exist in the catalogue beforehand — you create them on the fly when building a BOM or creating a purchase order. Single-use items are perfect for unique job-specific materials (e.g., custom-cut steel for a particular project). If you notic you’re creating a single-use item repeatedly, you can save it to the catalogue for future reuse – click the item name on a job’s BOM, select “Edit,” and at the bottom of the inventory edit screen will be an option to “Move to Catalogue.”

 

Q: How do we handle items purchased from multiple suppliers at different prices?
A: Gojee uses an average cost per unit model by default, which automatically tracks costs across all suppliers you purchase an item from. Each time you receive goods at a particular price, the system recalculates the average cost per unit.

Q: How do we update supplier costs when prices change?
A:There are several approaches depending on the scale of the update:

For individual items on a BOM: Edit the supplier price directly from the BOM in the “Supplier” columns. When you change this, this automatically updates the cost on the BOM and going forward, providing ongoing price refinement as you work. This is a practical way to keep prices current – each time you cost a job and get a current quote from a supplier, editing from the BOM updates the master record.

For bulk updates: Export your supplier catalogue via CSV, update the prices in the spreadsheet, and re-import. This is the most efficient method when a supplier issues a new price list.

 

Q: Can we import inventory via CSV? What format is required?
A:Yes. Gojee provides a CSV template for bulk inventory import. The process is:

1. Download the template from the Inventory section (Actions → Import/Update Items)
2. Fill in required columns:
   • Item Code – your internal reference code
   • Item Name – the display name
   • Description – detailed specification
   • Unit of Measure – eg, “each” – must be spelled exactly, and certain UoMs are indivisible
   • Instance Type – “Tracked” or “Untracked”
   • Cost per Unit – the cost to be incurred on jobs
   • Price per Unit – the sell price
   • Expense Account – the GL code for cost of sales
   • Sales Account – the GL code for revenue
   • Inventory Asset Account – the GL code for held stock value required for tracked items only
3. Prerequisite: GL accounts must exist in Xero first and be synced to Gojee before the import will recognise them. If accounts don’t exist, the import will fail with validation errors.
4. Import the CSV – the system validates each row and will reject rows with errors (zero values, missing accounts, incorrect UOM spelling). Error messages should be reviewed carefully.

A tip from training sessions we’ve run: If importing from a Xero Products & Services export, note that column names don’t match — you’ll need to map them manually.

 

Q: Why can’t I make this item quantity less than 1? / Why is the quantity of this item rounding when I try to enter it?
A: Some UoMs are divisible and some are not. Indivisible UoMs (also known as Integer UoMs) include “each”, “day”, “lot”, “half-day”, “bag”, “kit”, “item”, “week”, and “pair”. Every other UoM will be divisible. If the quantity of the item is rounding when you try to enter it (eg. when creating a PO, entering quantity on the BOM, receiving goods, consuming goods against a job), the unit for that item is an indivisible UoM and will force whole numbers – quantities in this case cannot be entered as a decimal.

 

Q: If I do an inventory import/update via CSV, can I change the item codes?
A: No. Any existing entries with a matching item code will be updated to the values in the imported CSV and any new item codes will be treated as new items. Be careful of conflicts.

 

Q: How do multiple units of measure work (e.g., buy by roll, sell by metre)?
A: The Multiple Units of Measure add-on allows you to track the same item in different measurement units across three contexts:

• Base UOM – how the item is stored in your inventory (e.g., metres of cable)
• Buy UOM – how you purchase from suppliers (e.g., 100-metre drums)
• Sell UOM – how you use or invoice the item on jobs (e.g., per metre)

Conversion factors link these units together. For example, if you buy cable in 1000m spools and track/sell by the metre, the conversion factor is 1000. The system automatically derives costs — if a drum costs $500, the per-metre cost is automatically calculated as $5.

When setting up during import, ensure units are set up first, then configure conversion factors later. Conversion factors can be set individually on each item after import.

Important: UOM configuration must be done carefully during setup. Once transactions occur against an item, the unit of measure becomes locked and cannot be changed (see below).

 

Q: Can we change the unit of measure after transactions have occurred?
A: No. Once any transaction has occurred against an inventory item (goods receipt, stock adjustment, consumption, etc.), the unit of measure becomes permanently locked. Once there’s a transaction against the line item,  you can no longer set the initial quantity for that line item or change the UoM. If you need to change the quantity on hand, you will need to do a bulk stock adjustment just for that line item.

Workaround:

1. Reduce the stock quantity to zero via stock adjustment
2. Archive the item
3. Create a new item with the correct unit of measure
4. Set up the initial quantity on the new item

This is why it’s important to configure UoMs correctly during initial setup, particularly when using the Multiple Units of Measure add-on.

 

Q: How do we set initial stock quantities before going live?
A: Initial stock quantities are set via a CSV stock take import – and the timing for when you do this matters:

1. Perform a physical stock take close to your go-live date (not weeks in advance, as stock will change in the interim)
2. Export the stock take template from the Inventory section
3. Enter confirmed quantities for each item
4. Import the completed template — this sets the initial stock value in the system

What to include/exclude: Only enter surplus stock – stock that is physically on your shelves and not already allocated to pending jobs.  allocated stock should be excluded because the system
will account for it separately when those jobs are created.

Important constraint: If any transactions have already occurred against an item (e.g. you accidentally created a test PO), you cannot set the initial quantity via stock take – you’ll need to do a bulk stock adjustment for those individual items instead.

Sequence: The stock take import should happen after all inventory items are created and configured (item codes, costs, GL accounts, UOM) but before you start creating live jobs.

 

Q: What’s the difference between “item code,” “item description,” “supplier SKU,” and “quote description”?
A: These four fields serve different purposes and appear on different documents:

Item Code — Your internal reference number for the item. This is what your team uses to identify it. Configured when creating the item in the inventory database. Shows on internal reports and optionally on purchase orders.

Item Description — A detailed internal description/specification of the item. This is your internal reference detail. This description carries over as the default when creating purchase orders, but can be modified at PO creation time. It’s also used for internal search and identification.

Supplier SKU — The supplier’s own part number or product code for this item. Configured in the supplier catalogue when you link a supplier to an item. Shows on purchase orders when enabled. Useful when your internal item code differs from what the supplier expects to see.

Quote Description — A customer-facing description that can be customised per-job on the BOM without affecting the master catalogue item. For example, your catalogue item might be “MDF 16mm Board” but on a specific job’s quote you might describe it as “Custom MDF shelving — 16mm white melamine.” Changing the quote description on one job doesn’t change the catalogue entry.

Configuration for PO display: Under Purchase Order General Options, you can toggle which of these fields appear on POs sent to suppliers – allowing you to show item code + name, supplier SKU, description, or any combination.

 

Q: How do we handle items with variable pricing (e.g., paint in different sizes, tiered pricing)?
A: Gojee does not natively support tiered pricing (e.g., first 10 units at price X, next 10 at price Y) on a single catalogue item. There are two approaches:

Approach 1: Create separate catalogue items per variant. For items like paint that come in different sizes, create distinct items: “Paint — 1L”, “Paint — 4L”, “Paint — 10L”, each with their own cost and price. This is the recommended approach for size-based variants.

Approach 2: Use separate line items on the quote and invoice for tiered pricing. If a supplier offers 10 units at $5 each and additional units at $4 each, add the item twice on the quote – once for 10 units at $5, and again for the additional quantity at $4. When invoicing, you have the option to create the invoice from the details and format on the quote. This preserves accurate cost tracking per tier.

Note that you cannot add the same item item multiple times on a BOM, so with approach 2 you will need to average out the price on the BOM and set that manually.

For untracked items with job-specific pricing: Untracked items allow you to modify cost and price directly on the BOM for each individual job. This is ideal for third-party services (like freight or subcontractor costs) that vary per job.

 

Q: Do existing quotes and invoices get updated if I update entries in inventory (manually or through importing)?
A: Quotes, estimates, and invoices are not automatically updated. The bill of materials for the job will reflect changes to inventory items, and new quotes/estimates generated after the items are updated will also reflect these changes.

 

Q: Is there a simple way to archive any items not showing any movement within the last 6 months? This would help me with stock taking.
A: We do not currently have a function to automatically archive inventory items, but it would be a beneficial feature to have. Stay tuned.

 

Q: Is there an easy way to get stock totals for stocktaking?
A: The current quantity of stock on hand/available/on order for all items item is visible when you export your inventory to CSV – you can get an easy overview of your totals this way. For historical data, you can use the Inventory Movements report.

 

Q: Can Gojee exports be formatted or sorted numerically?
A: The items are sorted by item code in the inventory view, but they are not sorted as such when exported as CSV. You should be able to sort them within your spreadsheet application (Excel, Calc, etc.) if you desire. If you wish to change the item codes in Gojee quickly, you can export as CSV and use the above explanation to renumber the items. Then you can re-import the items. Gojee uses the item codes as identifiers, so if you have any items you are not overwriting with the CSV import, you should make sure they are archived before re-importing.

 

Q: Why doesn’t my inventory import update the stock totals?
A: Import/updating inventory is for bulk import/update of prices and other details. It does not track serial numbers, and quantities shown are just for your own reference – you can’t re-import the quantities from this form. If you wish to update the totals, you have to either use the option to set initial quantities or do a bulk stock adjustment.

 

Q: Can I manage my Xero inventory in Gojee?
A: Gojee’s inventory management system is a full replacement for the inventory module in Xero. Actions taken in Gojee, such as doing a stock adjustment, consuming stock against a job, or receiving a purchase order will create journals to adjust costs and stock on hand figures but will not perform any operations on Xero’s inventory module.

 

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Assets

Q: Are assets locked so they are not available on another job?
A: Gojee supports keeping track of individual assets, but at this time they are not locked out of simultaneous use.

 

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Templates

Q: When should we create templates?
A: There are three cases where templates are commonly used.

1. You commonly add similar groups of items to jobs or do the same kind of job repeatedly.
2. You need to create a scheduled service job for an asset – see the Asset Management add-on section for more information.
3. You are manufacturing your own items for stock – see the Manufacturing Management add-on section for more information.

In case 1, templates should emerge organically through pattern recognition as you use the system – not upfront. Once you see repetition for certain types of stages and projects, you can pre-compose those templates under Resources → Templates, have it all set up, quickly pull it into the BOM and it’ll just make the costing process quicker over time.

Q: How do you set up templates?
A: Setting up templates is an easy process.

1. Go to Resources → Templates
2. Create a new template with all the line items and sections you commonly use on a job, or import a CSV to add multiple templates at once
3. When creating a new job, pull the job template into the BOM to add in all the items at once listed under the template itself.
4. Modify to suit the job – changes to the pulled-in template on a specific job do not affect the master template stored in the database.

 

Q: Can we create reusable templates from completed jobs?
A: Creating templates based on job BOMs or the items in that job is not something we currently support, but please let us know if you need this for your workflows. Right now, if you need to copy the items into another job, you can use the “Clone Job” job action to duplicate the BOM into a new job. If you have a list of the items used, another option is to import them via CSV to create a new template.

 

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