GeoOp: Managing Parts in GeoOp

This Article covers both manual and integrated part management.

 

Parts are your inventory items, the physical things you will charge a client for. It is very important to note that if you are integrated with any of the accounting softwares provided by GeoOp you will not be able to manually change your parts and charges in GeoOp. Your inventory should be managed in the account software and simply synced with GeoOp to update any changes. To Sync simple go to Settings > Parts > '+ Sync Parts'

Xero

www.xero.com

The import of Parts from Xero will be done as parts of your integration set up. See Integrating GeoOp with Xero for more details. When integrated, GeoOp will 'mirror' your Xero Parts item.

• You can create one off Parts in GeoOp for use on a job, but these won't be permanently saved to your Parts list.
• Adding new Parts, and editing or deleting existing ones must be done in Xero, and then synced with GeoOp using the 'Sync Parts' button on the Parts page.
• We recommend that Xero users try and put as much data as possible in for their Xero inventory items to enable GeoOp to provide accurate job costing and job margin functions.

Freshbooks

www.freshboooks.com

The import of Parts from Freshbooks will be done as parts of your integration set up. See Integrating GeoOp with Freshbooks for more details. When integrated, GeoOp will 'mirror' your Freshbooks Parts item.

• You can create one off Parts in GeoOp for use on a job, but these won't be permanently saved to your Parts list.
• Adding new Parts, and editing or deleting existing ones must be done in Freshbooks, and then synced with GeoOp using the 'Sync Parts' button on the Parts page.
• As Freshbooks can only store a sell price for an item, GeoOp is unable to display a cost price for your Freshbooks Parts. This limits GeoOp's job costing and job margin functions.

CSV import

GeoOp will allow you to import a CSV (Comma Separated Values) Parts list. Navigate to Settings > Parts > CSV Import. Full instructions are given on-screen.

Manual entry

Navigate to Settings > Parts. Any manual Parts list can be viewed as a list, for quick reference, or in full to edit items.

Click ‘Add Parts’ to create a new part record. Complete the fields required, as below:

• Item Code: A relevant and unique code to help quickly identify the part, or merely a numerical reference if preferred.
• Description: The name of the Part, and any other required identifying info.
• Purchase Price: The cost to you of the Part.
• Purchase Code: The accounting code for the Part purchase, if used.
• Sale Price: The sale price to the client of the Part.
• Sale Code: The accounting code for the Part sale, if used.

You can also adjust Profit and Margin fields to automatically calculate required Sale Price value.

Unleashed

www.unleashedsoftware.com

The import of Parts from Unleashed will be done as parts of your integration set up. See Integrating GeoOp with Unleashed for more details.

GeoOp will import and display what is called a smart list. A smart list is the items in Unleashed that are in stock, often used or recently purchased. Typically a business might have over 30,000 Parts in Unleashed but only 1,500 in GeoOp as only 1,500 Parts are actually used frequently.

This Parts list is cached onto mobile devices for rapid access. When a Part is needed that is not on the smart list, then at the bottom of your search will be the words 'Continue Search on Server'. This is displayed both on GeoOp online and the GeoOp mobile applications. Pressing this button will search the full Parts list on your Unleashed account and then within a few seconds it will return matches based on your original search query.

• You can create one off Parts in GeoOp for use on a job, but these won't be permanently saved to your Parts list.
• Adding new Parts, and editing or deleting existing ones must be done in Freshbooks, and then synced with GeoOp using the 'Sync Parts' button on the Parts page.

When synced with Freshbooks, Xero, or Unleashed, you can bring in new Parts and update existing ones by pressing the Sync Parts button: