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Back in the Office - Managing Parts in GeoOp

This article gives you an overview of the different ways you can add parts into GeoOp. A Parts list can be set up in GeoOp either through Integrations with other services, via a CSV file import of a Parts list, or by manually adding Parts records. For CSV import and manual entry the process and use of Parts is straightforward. However if you are using an Integration GeoOp will handle Parts variably depending on what Integration you are using. All of these options will be looked at in detail below.

 

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.

Parts___GeoOp.png

Click Add Part 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.

 

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.

 

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.
  • Every search for parts via the mobile apps are directed to the Xero API, since it is not yet possible to provide an active synch. This may take more than a few seconds depending on how many parts you have in Xero, but is necessary to ensure the data read is up to date.

 

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:

Parts___GeoOp-Unleashed.png

 

Adding Parts to a Job

Parts, or inventory, can be added to Jobs as Charge items alongside time/labour. You can add Parts to a Job either via the website, by navigating to the Edit Job screen then clicking 'Add Part', or via any of the GeoOp mobile applications. See Adding Time & Parts to Jobs for further details.

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