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Gojee Knowledge Base / Gojee Settings / Organisation Settings

Organisation Settings

Last updated on September 20th, 2023

Topics

Introduction

 

Organisation settings allow you to choose options for your Gojee file, and configure the connection between Xero and Gojee. You can access this menu by selecting Settings from home screen:

 

 

  • Click “Organisation Settings”

 

 

  • You will be directed to Organisation settings page:

 

 

Detail on each tab is provided below.

 

Note: You must hit save at the bottom of the page for your changes to take effect. If you navigate away from this page your changes will be lost.

 

When configuring your account for the first time, you’ll have the option to save and complete later if you’re not finished selecting all the required options.

 

 

GL Account Mapping

 

This page allows you to set your general ledger accounts to be used when Gojee sends transactions through to Xero:

 

 

Income Accounts:

  • This is where your job revenue will be posted to when you invoice your customers. Revenue will be split between the categories listed, based off the products/resources used in your jobs.
  • You will only be able to choose Xero accounts of type Revenue/Sales for these options.

As an example, the following images illustrate how the settings in Gojee for Income accounts, flow through to the invoice created in Xero:

 

Select these accounts in Gojee:

 

Raise an invoice for a job that has charges for Professions, Assets and Templates, and it will be configured as follows in Xero:

 

 

Note: for inventory, the sales account is set individually for each inventory item, and can be updated in bulk for items using the CSV import function.

 

 

Payment Accounts:

  • These are the asset accounts where your payments will be posted in Xero, i.e. generally your bank account.
  • When a payment is taken from Gojee (refer to Deposits and Payments section), a payment transaction will be created in Xero linked to the document being paid (i.e. invoice or prepayment).
  • The payment account selected in this setting field will be the account that the payment is linked to as an unreconciled transaction.
  • Each Payment account is explained below.
  • Please speak with your bookkeeper or accountant for advice on which account to select if you’re unsure of which account to choose from the dropdown.

 

Card Payments Received:  Typically, this would be the bank account that Square card payments are deposited into (i.e. the bank account you nominate with Square when setting up your account with them), however you may also want to reconcile these payments into a clearing account, or some other account depending on your processes.

Cash Payments Received: Typically, this would be the bank account that you deposit your cash takings into, however you may also want to reconcile these payments into a clearing account, or some other account depending on your processes.

Prepayment Holding Account: Typically, this would be a liability account that you recognise the value of prepayments (deposits) on your balance sheet prior to invoicing your customer (i.e. an “unearned revenue” account or similar), however you may also want to reconcile these payments into an asset account, or some other account depending on your processes. The account thats selected here will show on the prepayment document created in Xero as follows:

 

 

 

To illustrate how the chosen accounts flow through to the transactions in Xero, an example cash payment transaction is provided below:

 

Example: Set the cash payment account in Xero to “Business Bank Account” (this is a bank account set up in Xero)

 

 

Create a payment in Gojee for an Invoice, and it will be automatically sent to Xero as per the image below:

 

 

This payment will be allocated to the “Business Bank Account” as an unreconciled payment. When the funds are deposited into the bank account this transaction can be reconciled against the deposit:

 

 

Trouble shooting:

  • Bank accounts will only be available to choose in this field they have a valid account code set in Xero (i.e. when setting up a bank account in Xero its not compulsory to assign an account code, and without this code Gojee cannot send the transaction to Xero).
  • If you’re bank account isn’t showing in the list for Payment Accounts, navigate to the chart of accounts in Xero, and check that the Bank account has an account code set up as per the image below:

 

 

  • If a bank account was recently added into Xero, you may need to do a Sync between Gojee and Xero to pull in the latest information. Refer to My Account section for instructions to complete this, and choose to sync the “Organisation Setup” details.

 

 

 

Xero Branding Theme Mapping

 

This section allows you to set the default branding theme that will be applied when creating a new document of the types shown on this page. Gojee uses the Xero branding themes to generate custom PDF’s with your business’s logo, formatting and styles.  To learn more about using Xero Branding themes, please click refer to the following resources:

 

 

Once you have your Xero Branding themes set up, you can simply choose the relevant branding theme for each document listed on this page:

 

 

Note: When creating or editing Invoice, Quotes, Purchase orders etc, you will have the option to change the branding theme applied on an individual basis, as per the example below:

 

 

Planning

 

The planning sections allows you to choose your default business operating hours. This information will be used to set the width of the planning schedule for the daily view.

Simply enter a default start and stop time in the input fields as shown below:

 

For example, the settings above would result in a view on your staff scheduling page as follows:

 

Note: a buffer of one hour either side of the default start and finish is displayed on the calendar as shown in the image above.

 

 

Email Settings

Email settings allow you to define a contact email address for your organisation that can be bcc’d (blind carbon copied) by default when emailing quotations, invoices and purchase orders to customers from Gojee.

Simply enter an email address for your organisation reply and contact email address as shown below:

 

 

  • Reply email: Emails sent will be configured with this reply-to email address. This means that when your customers hit “reply” on an email sent from Gojee, the email will be addressed to your your email address, and not noreply@gojeeapp.com.au. An example is provided below:

 

  • Contact email: When sending delivery documents, this is the contact email address that gets displayed on the document, as per the example below:

 

 

  • Sync Reports: Select whether Xero sync reports are sent to owner and administrator users. If this option is selected, a reports will be sent daily containing information on the daily sync between Xero and Gojee. The option for “sync reports” can be disabled so you do not receive a daily sync report from Gojee. An example sync report is provided below:

 

 

 

Application Features

 

On this tab, you are provided an option to turn on the integration with Square Payments, and a Xero invoice assignment feature.

 

Square Payments:

Refer to the section on Deposits and Payments for more information on this feature. There is no additional cost for using this feature from Gojee. There will be a standard transaction fee charged by Square for payments processed on their platform, similar to other payment platforms.

To turn on this feature, simple select it from the dropdown, and it will display in the list as per the image below:

 

 

Once you have enabled the square payment feature, you will need to choose a card payment account on the GL account mapping tab:

 

 

You will not be able to save the change without selecting an account. Please speak with your bookkeeper or accountant for advice on which account to select if you’re unsure. Typically, this would be the bank account that Square payments are deposited into (i.e. the bank account you nominate with Square when setting up your account with them), however you may also want to reconcile these payments into a clearing account, or some other account depending on your processes.

You will also need to complete additional setup on the “Payments” tab. Refer to that section for details on completing this.

 

Xero Invoice Assignment:

The tick box at the bottom of the table relates to invoicing. This option allows you to pull invoices created in Xero into Gojee and assign them to a Gojee Job. Enabling this option will add a button to the job invoice page which will allow users to select a Xero invoice and assign it to the selected job, as per the image below:

 

 

Note: This option should only be used when your organisation is transitioning to use Gojee and has existing jobs that you’d like to finish in Gojee. It is not recommended that this feature be used regularly, as its better to generate the invoice directly from Gojee. From more information on Invoicing, refer the the Invoice section.

 

 

Job Task Activities

 

In Gojee, there are three types of activities that can be selected when users are tracking time, or entering time records. These activities define whether the time will be billable on a job, and/or billable on the workers time sheet. Each of these activities has a default name as detailed below:

 

 

This page allows you to simply change the name of these activities to another name thats more applicable to your business. To change one of the activity names, simply click on the text and update it. If you’re comfortable with the default names, then no changes are required on this page.

 

Note: Refer to Time Tracking for more information on how these activities are used in Gojee when tracking time.

 

 

 

Payments

 

This tab allows you to configure a default customer for your point of sale (POS) transactions, and also define your Square integration settings if that feature has been turned on from the Application Featured tab. None of these options are required, so you can continue setting up the rest of your organisation and come back to this at any time if you’d like to use it.

When the square option is enabled, the page will look as follows:

 

The options are detailed below.

POS Customer:

Select any of your existing customers from the dropdown list. If you need to create a new customer, refer to Customers section for details on how to do this. You can save and navigate away from this page, create the new customer, and then come back to select it.

 

Square Configuration:

This section enables you to enter your square account credentials to link your square account to your Gojee account. You will need to have firstly created a verified square account, and then log into the developer section of the square website to find your credentials.

The following steps are required to set up the square integration in Australia:

 

  • Log into Square:
    • If you have an existing square account simply login: Square Login
    • If you don’t have an existing account, use this link to Create a Square Account. Make sure to complete all of the setup and verification for your account prior to continuing.
  • Once you’re logged into Square and ready to connect to Gojee, navigate to this link to Create an Application Integration (you will be already logged in from the process above)

From the application integration page, select the option to create your first application and then follow these steps:

Add a name for your application, “Gojee Integration” for example would be a suitable name

 

Select the option to “Accept Payments”

 

 

Choose the option “A company”

 

Your application will be create and you’ll be navigated to the application page where your credentials will be available to copy into Gojee:

 

To complete the integration with Gojee:

  • Select the Production option as circled at the top of the image above
  • Copy the Application ID and paste it into the corresponding field in Gojee
  • Click show in the Access token field to see all the information, and Copy the full access token and paste it into the corresponding field in Gojee
  • Click the green button in Gojee to “Refresh Square Seller Accounts” this will check the credentials.
  • Click on the dropdown to select a “Seller Account” in Gojee – there will be an option in this field to select if the credentials were entered correctly.
  • Enter a payment support email in the last field in Gojee.

Click Save and you’re ready to take card payments in Gojee using the Square integration.

 

 

Resource Settings

 

This section enables you to configure different aspects of your resources. These settings are optional and some standard defaults will be applied if no changes are made. Please review the details of each section below:

 

 

Inventory Locations:

  • If you have tracked inventory items, you can assign your items to locations and track their movements when in stock up until the point they are consumed on a job.
  • You can create an unlimited amount of locations in Gojee to manage your stock.
  • To add a new location, simply click the Add button at the top right of this section. Enter a name (required) and description is neccesary (not required).
  • You can remove a location if no items exist in the location by clicking the (x) at the end of the row.
    • If no (x) is available, it means there are items in stock in this location.
  • Make sure you hit save at the bottom of the page prior to navigating away.

Quote Visibility:

  • If this option is selected then assets, professions and inventory added to the bill of material pages for jobs will all show on quotes by default.
  • This is only a default setting, when creating a quote you can choose to change individual line items to be visible or not, regardless of the option chosen here.
  • Note: inventory defaults can be set individually in the inventory edit page, and that will override this setting where they exist.

Delivery Addresses:

  • Delivery addresses you have already set up in Xero will be synced into Gojee by default. These will be identified with the source column showing “Xero”.
  • In xero, the delivery addresses can be modified here:
    • Go to Xero Organisation Settings
    • Select “Organisation Details”
    • Scroll down to the contact information section and there will be two address options:

 

These addresses will show in Gojee as follows:

 

 

  • Note, only two addresses can be synced from Xero into Gojee, and these are not editable in Gojee.
  • You can however add new Delivery addressed in Gojee using the green Add button at the top of the above image. Once added the entry will show with Gojee as the source:

 

 

These delivery addresses can then be selected as defaults when creating purchase orders. Refer to the Purchasing section for details on creating purchase orders.

 

Purchase Order Description:

This section allows you to customise what will be shown on the purchase order pdf’s you create from Gojee to send to your suppliers. The fields referred to are numbered in the images below from the Inventory Edit Page:

 

 

 

Goods Receipt:

This section provides and option to Automatically consume items onto the job when receiving goods.

  • Generally, its recommended that this option is turned on in most cases. In this case, you would not need to go into the job and consume the stock manually, it will be done for you as part of the receiving process.
  • If you choose to turn this option off, it means that when good are ordered for a job, the goods will be received into stock with a reservation for the job against them so other jobs cannot use the goods. When you’re ready to consume the items on the job, you would need to go to the Record Consumables page and manually consume the goods from the reserved instances option.

 

 

Other Settings

 

This page allows you to upload your company logo, and set your job sequence number.

 

 

Logo:

Gojee allows you to upload a logo to be displayed on the top left and top right. These logos are for use on documents created by Gojee, and not by the Xero branding themes. Currently this applies to Delivery Dockets only. An example of how these logo’s are displayed is provided below:

 

 

Job sequence number:

This setting allows you to change the number for the next job that is created in Gojee. This is useful to continue on with your current job numbering system.

  • Simply change the number in the field and click set sequence.
  • An example of the next job number that will be created is provided for reference.