Knowledge Base
Organisation Settings
Last updated on September 20th, 2023
Introduction
Organisation Settings allows 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.
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.
General Ledger 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:
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. Currently, the branding themes will apply to quotes and invoices for Do and Charge jobs, quotes and invoices for Fixed Price jobs, purchase orders, and sales orders. Gojee uses the Xero branding themes to generate custom PDFs with your business’s logo, formatting and styles. There are also special Gojee branding themes for quotes that have extra fields (expiry date, title, summary, and footer notes) and allow you to add two logos at once.
To learn more about using Xero Branding themes, please click refer to the following resources:
- Xero Central Documentation – branding themes explained
- Step by Step Video Tutorial – customising branding themes
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:
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:
Organisation Add-ons
This tab provides options to turn on advanced features and modules to help you do more with Gojee. Please refer to the Organisation Add-ons page for more information.
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 worker’s time sheet. Each of these activities has a default name, as detailed below:
This page allows you to quickly change the name of these activities to another name that’s more applicable to your business, or makes more sense for your employees. 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.
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 the add-on has been turned on in the Add-ons 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 add-on is enabled, the page will look as follows:
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:
Please see the Square Payments article for more information on how to configure this section.
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. This applies to any documents that have the Gojee branding theme applied – as well as Delivery Dockets, as those don’t have an equivalent to pull branding themes in for from Xero. An example of how these logos are displayed is provided below:
Job sequence number:
This setting allows you to change the Job ID number generated for the next jobs created in Gojee. This is useful to continue on with your current job numbering system. At present, the prefix is unable to be changed for newly generated jobs.
- 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.
