Q: What’s the difference between tracked, untracked, and single-use inventory items? A: Tracked items have quantity on hand and are monitored. Untracked items are for one-off purchases (tools, assets, freight) without stock tracking. Single-use items are ad-hoc line items created on the fly for a specific job.
Q: How do we handle items purchased from multiple suppliers at different prices? A: Each supplier can be linked to an item with their own cost/SKU/lead time via the supplier catalogue. The system tracks average cost across suppliers, or users can select a specific supplier’s price on the BOM.
Q: How do we update supplier costs when prices change? A: Currently requires deleting and re-adding the item on the BOM, or editing the cost on the BOM line (which updates the catalogue). No “refresh/update” button exists. CSV re-import is possible for bulk updates.
Q: Can we import inventory via CSV? What format is required? A: Yes. A CSV template is provided. Requires columns for item code, name, description, unit of measure, GL accounts, cost, price, and tracking type. Accounts must exist in Xero first.
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 multi-UOM add-on allows configuring base, buy, and sell units with conversion factors. This must be set up carefully during import.
Q: How do we set initial stock quantities before going live? A: Via CSV stock take import after inventory items are created. Only include surplus stock (exclude stock already allocated to jobs). Requires coordination with a physical stock take.
Q: What’s the difference between “item code,” “item description,” “supplier SKU,” and “quote description”? A: Item code is your internal reference. Description is the detailed spec. Supplier SKU is the vendor’s part number. Quote description can be customised per-job without affecting the master catalogue.
Q: How do we handle items with variable pricing (e.g., paint in different sizes, tiered pricing)? A: Create separate catalogue items for each variant (e.g., Paint 1L, Paint 4L, Paint 10L). Tiered pricing isn’t natively supported — use separate line items.
Q: Can we change the unit of measure after transactions have occurred? A: No — UOM is locked after stock movements. Must archive the item and recreate it with the correct UOM.
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: Why can’t I make this item quantity less than 1?
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.
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.
