Q: What are the different ways to create purchase orders?
A: There are four methods: (1) Order for all jobs, (2) Order for selected jobs, (3) Replenish low stock, (4) Raise PO from a specific job’s BOM. Choice depends on workflow.
Q: How do we handle orders placed through supplier portals (not via Gojee PO)?
A: Create a PO in Gojee without sending it, mark as sent without emailing, then don’t reconcile a bill against it. This is a workaround.
Q: How do we add freight charges to purchase orders?
A: Create an untracked single-use item for freight, or add freight as a line item edit on the PO after goods receipt. No dedicated “freight” line type exists.
Q: What should show on purchase orders sent to suppliers?
A: Configurable: item code, item name, item description, supplier SKU, quantity. Configure under PO settings based on your suppliers’ needs.
Q: Can we filter POs to only order for jobs within a specific timeframe?
A: Not currently available. “Just in Time Ordering” (order based on job dates + lead times) is on the roadmap.
Q: How do we handle one supplier invoice covering multiple jobs?
A: Line-by-line reconciliation — assign each invoice line to the appropriate job during bill reconciliation.
Q: Can we cancel/void a PO after goods have been received?
A: Voided POs remain visible (greyed out with strikethrough) rather than disappearing. PO numbers cannot be reused.
Q: How do manufactured goods differ from purchased goods?
A: Manufactured items link to manufacturing templates that define the process, raw materials, and labour required. Must enable the Manufacturing add-on.
Q: What’s the workflow for manufacturing to order vs. manufacturing for stock?
A: Manufacturing to order: create a customer job → create a linked manufacturing job → consume inputs → output to customer job. For stock: create a manufacturing job without a customer link.
Goods Receipt & Bill Reconciliation
Q: What does the “automated consumption” checkbox do when receiving goods?
A: When checked, received goods are automatically consumed against the job (costs applied). When unchecked, items go to stock and must be manually consumed later.
Q: What’s the difference between PO cost and goods receipt cost?
A: PO cost = estimated/budgeted cost. GR cost = actual cost when goods arrive. They may differ; GR cost is what drives job costing.
Q: How does auto bill matching work?
A: A paid add-on that matches supplier bills against POs using reference number, amount, and supplier name. Requires OCR tool (Easy Bills or Hubdoc) to extract invoice data. Matching logic is 100% native to Gojee.
Q: What tolerance should we set for auto bill matching?
A: A small tolerance (e.g., 1%) is recommended to handle rounding errors and currency conversion discrepancies. Zero tolerance may flag trivially different amounts.
Q: Can we use Hubdoc instead of Easy Bills for OCR?
A: Yes — the OCR tool is interchangeable. However, Hubdoc requires a manual step to sync back to Xero, while Easy Bills does this automatically.
Scheduling & Delivery
Q: How do staff members see their scheduled jobs?
A: Via the mobile web app (This is a PWA – a Progressive Web App that can be added to a user’s home screen). Staff can view assigned jobs, log time, and see daily schedules.
Q: Can we assign delivery jobs to staff who aren’t system users?
A: Staff must be system users to be assigned via the scheduler. Adding users costs extra per seat. Alternatively, admin can record deliveries on their behalf.
Q: How do start date and end date in jobs relate to the schedule?
A: These represent the proposed delivery/project dates and display on the schedule calendar.
Q: Is there route optimisation for deliveries?
A: No — scheduling is manual. Users must use external tools (e.g., Google Maps) for route planning.
Q: Can we see suburb/location information in the scheduling view?
A: Not currently displayed. Users maintain separate spreadsheets to track location info for scheduling. This has been raised as a feature gap and will be looked into.
