This article contains the following:
Setting up your Unleashed and GeoOp Integration
Initial Integration
When logged in as an Administrator, go to the Settings Cog in the navigation bar and click on "Integrations" in the menu. You will see the Unleashed logo under the Inventory Management section, click on "Setup". In the popup window, tick Enable Unleashed then click Save.
You will then need to grab your unique API ID and API Key from Unleashed. You can read about how to find that here. Once you have those fill them in and click save.
Once you have clicked save you will need to navigate to GeoOps Invoicing Settings. To do this go to invoicing in the navigation bar, once on the invoices page go to the three dots in the top right corner and click settings.
On this page, please select a Tax Rate under 'Unleashed Invoicing Options'. This is a required step to complete the integration successfully.
For Sales Orders (Invoices), the Tax Rate needs to be an Output type.
For Purchase Orders, the Tax Rate needs to be an Input type.
Important Notes
Full Unleashed integration works only when an integration with Xero is also present. This is due to some key functionality working off Invoicing to an integrated system. See point 5 in the process below.
GeoOp only recognises the default Warehouse in Unleashed. You can alter which Warehouse a Part comes out of in Unleashed.
Unleashed Parts / Inventory
You can import your Parts list from Unleashed to GeoOp. This will be done as part of the initial integration, but subsequently must be done in Settings > Parts. Click the Sync Unleashed Parts button on this page to begin. The data is not linked directly and you will have to periodically click this link to refresh data.
As Parts lists from Unleashed can be particularly large, they may not be well suited to quick searching in GeoOp, or the memory & processing on mobile applications. Therefore data imported from Unleashed is a ‘smart’ list. Your smart list will include any Parts bought, sold, in stock or added to your Unleashed favourites in the last 12 months.
Top Tips
Should you need access to any Unleashed Part that is not included on your smart list, you can still access the data for it. On the web console, a search for a Part will give you an option to then ‘Continue Search on Unleashed’ at the bottom of each result. This feature is also available on the mobile apps, ensuring your Staff always have access to any Parts they need.
GeoOp will sync Products from Unleashed using the "Default Sell Price" as Sale Price and "Default Purchase Price" as Purchase Price.
Unleashed Purchase Orders
Purchase Orders (PO) with Unleashed currently work on the basis of your business accurately using Quoted Parts, then adding Actuals against these Quoted Parts, in GeoOp. Please ensure you have Quoting enabled in Settings > Extra Features.
The process around Purchase Orders in GeoOp is as follows:
When quoting a Client add ‘Quoted’ Parts to the Job
Create a Purchase Order using Generate Document
This will trigger the creation of a 'parked' purchase order in Unleashed (a PDF of the purchase order is still added to a note in GeoOp).
The GeoOp Job Reference will be added as a Unleashed Supplier Reference.
Purchase orders will only sync from GeoOp to Unleashed if the parts are set to 'quote' in GeoOp, and have suppliers against them in Unleashed.
Note: If there are ONLY 'actual' Parts on the Job, they will go through to Unleashed.
Your business receives invoices from the supplier, makes any data adjustments in Unleashed as required (eg purchase price) and confirms the PO information updating to 'placed', or 'complete'. This increases Stock on Hand (SOH).
Invoicing the Job in GeoOp will then create a Sales Invoice in Unleashed & therefore adjust final stock usage data to Unleashed. This decreases SOH in Unleashed.
Note: Unsold credit adjustments are done in Unleashed directly, as required.