Knowledge Base

Purchase Orders & Procurement

Q: What are the different ways to create purchase orders?
A: Gojee provides four distinct methods: (1) Order for all jobs, (2) Order for selected jobs, (3) Replenish low stock, (4) Raise PO from a specific job’s BOM.  Each of these is suited to different workflows:

1. Replenish Low Stock looks at all inventory items across the system and identifies items that have fallen to or below their reorder quantity. The system then suggests POs to bring stock up to the “high stock quantity”. Use when doing periodic (weekly/monthly) stock replenishment unrelated to specific jobs.
2. Raise POs for Specific Jobs reviews the BOM for selected jobs and shows outstanding material requirements that haven’t been ordered or reserved yet. Use when you want to order materials for one or a few specific jobs only.
3. Order for All Jobs is a company-level workflow that reviews BOMs across ALL open jobs approved for purchasing in one shot. Rather than picking and choosing jobs that need to be ordered for, this is best used when you want a centralised periodic purchasing workflow covering all active jobs at once. This is a method suited to saving on freight charges.
4. Low Stock + All Jobs (Combined) combines job requirements AND stock replenishment in a single PO run. The system calculates what each job needs, PLUS what’s needed to bring general stock back to target levels.

Before using any company-level PO method, it is critical that you reserve existing available stock against jobs first. Without reserving, the system may suggest ordering items you already have on hand.

Q: How do we handle orders placed through supplier portals (not via Gojee PO)?
A: A common approach is to still raise the PO in Gojee for visibility and tracking, then place the actual order through the supplier portal. You can mark the PO as sent, receive the goods in Gojee when they arrive, and keep the job and stock records accurate even though the supplier did not receive the order from Gojee. The important point is to keep the operational record in Gojee even when the commercial ordering step happened elsewhere.

Q: How do we add freight charges to purchase orders?
A: Freight is usually handled either by using an untracked freight item, by adding the freight cost during the purchase or bill workflow, or by allocating it as a landed cost when the order is for stock. The right method depends on whether freight should sit against a specific job, a specific order, or general stock value. For recurring freight, many businesses keep a reusable freight item in the catalogue and update the actual amount when the bill or goods receipt is processed.

Q: What should show on purchase orders sent to suppliers?
A: That depends on your Purchase Order settings under Organisation Setup > Resource Settings. Gojee can show internal item code and item name, item description, supplier SKU details, and UoM info on a purchase order. The usual goal is to show the identifiers your supplier actually uses while keeping the document clear and uncluttered.

Q: Can we filter POs to only order for jobs within a specific timeframe?
A: Not currently. The current ordering workflows do not provide a dedicated date-range filter for that scenario, so any timing control has to be handled operationally through your purchasing process and delivery dates. “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/multiple orders?
A: Reconcile it line by line. Each bill line can be matched to the relevant purchase order and job, so the key requirement is that the supplier invoice contains enough reference detail to identify which lines belong to which jobs. In practice, this works best when job references or PO references are included on the supplier bill before it reaches Gojee from Xero.

Q: Can we cancel/void a PO after goods have been received?
A: Yes, but you first need to reverse the goods receipt. Once the goods receipt is voided, the purchase order returns to a state where it can be edited or voided. The records remain visible for audit purposes rather than disappearing from the system. Even if a PO is voided, PO numbers cannot be reused.

Q: How do manufactured goods differ from purchased goods?
A: Purchased goods are replenished through purchase orders and goods receipts. Manufactured goods use a manufacturing process and production-order workflow instead. In practice, the key distinction is whether the item’s supply source is purchased from a supplier or produced internally. Manufactured items are normally linked to a manufacturing template or recipe that defines the inputs and production steps required to create the finished item. To enable manufacturing of goods, the Manufacturing add-on is required.

Q: What’s the workflow for manufacturing to order vs. manufacturing for stock?
A: Both use production orders, but the allocation differs. Manufacturing to order allocates output to a specific job, while manufacturing for stock produces items into stock so they can be consumed later by jobs or by other manufacturing processes. Customer-linked production usually begins from a job demand, while stock production can begin directly from the production-order workflow without a customer job.

Q: How can we tell who edited/voided a PO?
A: The “Edit History” page will show the audit trail for the PO. Any changes made to the PO itself, such as voiding the PO, will be shown there and tell you who and when the change to the PO happened. If the PO was deleted in Xero and is still valid in Gojee (i.e. you see a “Deleted PurchaseOrders cannot be updated” error when trying to make changes), then you will need to view the PO in Xero and open the “History and Notes” section to find out who deleted it. You can open the Xero deep link for the PO from the Reports > Purchase Orders list. The Xero link is not visible on the purchase order list for jobs.

Goods Receipt & Bill Reconciliation

Q: What does the “Automated Consumption” checkbox do when receiving goods?
A: If Automated Consumption is enabled, the received cost is expensed directly to the job when the goods are received. If it is not enabled, the goods are received into stock with the job reservation attached, and the cost is consumed later through the normal consumables workflow. Businesses with direct-to-site deliveries often leave it enabled, while businesses using warehousing, staging, or WIP-style control often leave it off until the stock is actually used.

Q: What’s the difference between PO cost and goods receipt cost?
A: PO cost is the estimate recorded when the order is raised. Goods receipt cost is the actual received cost recorded when the items arrive. In practice, the goods receipt cost is the one that matters for inventory value and actual job cost.

Q: How does auto bill matching work?
A: Automatic Supplier Bill Reconciliation is an add-on that matches synced supplier bills against purchase orders using details such as PO reference, supplier, and amount. OCR tools such as EzzyBills or Hubdoc can help capture invoice data, but the matching logic itself is performed in Gojee. The PO reference is the key anchor for matching, with supplier and amount used alongside it to confirm or flag the match for review.

Q: What tolerance should we set for auto bill matching?
A: The usual guidance is to use a small tolerance, often around 1% or 0.5%, rather than zero. This allows for rounding differences and small conversion variances without weakening the need for the core identifiers to match correctly. The tolerance applies to amount differences only, not to the requirement for the purchase-order reference to match.

Q: Can we use Hubdoc instead of EzzyBills for OCR?
A: Yes. The OCR tool can vary, because Gojee handles the bill matching after the bill reaches Xero and syncs back into Gojee. The main difference in the KB workflow is that Hubdoc usually requires a manual step to push the bill into Xero, while EzzyBills automates more of that path.

Scheduling & Delivery

Q: How do staff members see their scheduled jobs?
A: Staff usually access their jobs and schedule through the mobile web app or the PWA. Gojee is usually installed to the home screen from Safari or Chrome so it behaves more like an app while still running as Gojee’s web interface. Common views include My Work, active jobs, daily tasks, and retrospective time entry, which give staff access to the jobs they have been assigned.

Q: Can we assign delivery jobs to staff who aren’t system users?
A: Not directly. To appear in the schedule and be assigned in Gojee, the person needs to be a system user. If drivers are not users, the scheduling has to be managed through another person or outside the system. The common workaround is to have an office user manage the schedule and communicate delivery runs externally.

Q: How do start date and end date in jobs relate to the schedule?
A: Those fields flow into the scheduling calendar and are used as the job’s schedule markers. How you interpret them operationally depends on your business, for example as a project window, service date, or proposed delivery date.

Q: Is there route optimisation for deliveries?
A: No. Gojee’s scheduling view is time-based rather than route-optimised, so route planning still needs to be handled separately. Users must use external tools (e.g., Google Maps) for route planning.

Q: Can we see suburb/location information in the scheduling view?
A: Location information may be available from the task details or schedule interaction points, but it is not presented as a prominent route-planning view. In practice, scheduling still needs to be treated as a time-based process rather than a geographic planning screen. This has been raised as a feature gap and will be looked into.