Using Xero Items on Plans
  • 05 Sep 2023
  • 5 Minutes to read
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Using Xero Items on Plans

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Article Summary

Once Integrated, begin using Xero Items to Count and Measure Lengths or Areas on Plans.

Measurement Choices

Once-off Item: Use this option if the item doesn't exist in Xero (becomes an Individual Line Item)
Xero Item: Choose individual items from Xero Products and Services

  1. Within a Stage, click +Count, +Length or +Area
    The Stage name appears at the end of the Product name within the Quote
  2. Select a Measurement Part Type

xero-measurement-choices.png

  1. Complete the remaining fields
Groundplan Once-Off ItemXero Item
Xero Item SearchN/AType 3 letters to begin
Search ResultsN/AClick to Select result
Part NoOptionalN/A
DescriptionRequiredN/A
Unit of MeasureRequiredN/A
Unit CostOptionalN/A
Markup %OptionalN/A
Unit PriceOptionalN/A
Style OptionsOptionalOptional
  1. Click Create
    If additional Parts and Labour are required, click Create & Add More Parts


More information on Measurement Types can be found in the following articles:

Adding Parts and Labour to a Measurement

When a Count, Length or Area is created on a Plan, additional Parts and Labour can be quantified at the same time. Parts can be added when the Measurement is made or after. Understanding Groundplan's Supported References will assist in quantifying the required Parts and/or Labour for the Measurements.

Supporting References

Support References relate directly to elements on the Plan and can be used in conjunction with Excel-type Formula to calculate Parts and Labour for Once-off and Xero Items. Each Formula must contain a Supported Reference/s to be accepted.

Formula follows the PMDAS Rule: Parentheses (brackets) first followed by multiplication, division, addition, then subtraction. Calculations are prioritised within the brackets.

For example:

How Length Support References correspond to a Plan:
formula-length-supported-reference.png

More detailed information about Formulas with examples are provided in our article Using Formulas in Groundplan here.

Adding Parts while Creating a Measurement

  1. Create Measurement and click Create & Add More Parts

xero-create-and-add-more-parts.png

  1. Click +Part, select Measurement Part Type and complete Formula if required
  2. (If required) Click Edit and rename Measurement
    Renaming the Measurement remains in Groundplan only

xero-adding-parts.png

xero-parts-example.png

Explanation: The Measurement is counting a downlight on the Plan but quantifying 10 metres of cable and a surface socket

Adding Labour on Creation

Labour added within Groundplan will be sent to Xero as an Individual Line Item. Further information about converting Minutes to Decimals for Labour can be found here.

  1. Create Measurement and click Create & Add More Parts
    xero-adding-labour.png
  2. Click +Labour
  3. Complete Description
    (Optional fields - Unit of Measure, Unit Cost, Markup %, Unit Price, Formula and Labour conversions.)
  4. Click Save
    This example shows 1mtr of 25mm Conduit is installed every 10 minutes (len*0.17)

xero-adding-labour2.png

Additional Items and Labour

On the Worksheet tab, Additional Items and Labour can be added to individual Stages. These are usually items not populated on the Plan but needed within the Quote. Examples include but are not limited to sundries, travel or equipment hire, and extra contractor hire.

Additional Items
Choose from Groundplan Once-off or Xero Items.

xero-additional-items.png

Frequently Asked Questions

Can I create Xero Items within Groundplan?

No.

You can push Groundplan Once-off items to Xero but any Xero items must be created in Xero.


If I add multiple Parts and Labour to a Measurement, will this go through to Xero as a a single line item?

No. Having multiple Xero Items or Groundplan Once-off items will not create a Product in Xero. They will go across as separate line items.

Any Products must be built in Xero.

You can push Groundplan Once-off items to Xero but any Xero items must be created in Xero.


I have used the same Xero Item under multiple Groundplan Measurements. Why can I only see it once in my Xero Quote?

They have Grouped together. The same Xero Item appearing under multiple Measurements in the same Stage will Group together on the Xero tab and when pushing to a Xero Quote.

This is also the same for Labour.

For example, a surface socket for multiple Measurements in the same Stage will Group together:

xero-faq-grouping.png


If I update my pricing in Xero, will this automatically update?

If you have used a Take-off Template for your Project then no, it will not automatically update.

Pricing is saved at the time of Take-Off Template creation. If your pricing has changed in Xero, update the Parts in your Template by relinking them.

If Xero Items are linked to multiple Measurements, they will need to be removed from all Measurements and then relinked again.


I have changed the name of my Measurement in Groundplan, why has it not appeared on my Quote?

Renaming measurements on Groundplan will not send the updated name to Xero.

These names will only appear in Groundplan on the Stage, Worksheet, Quantities, Take-off Templates and on the Legend.


If I add multiple Xero Items to a Measurement, can I send this to Xero with just one sell price?

Yes.

There are multiple solutions for this, here is just one example:

For a downlight:

  1. Create an item for the price per point - eg downlight $90 in Xero
  2. Create items for parts with a cost price and $0 sell price (for example surface socket and cable)
  3. Add these items to the Downlight as Parts

xero-FAQ-sales-price.png

  1. On the Xero tab, unselect the Account on $0 item lines, ensure there is an Account set for the downlight.

xero-FAQ-sales-price-2.png

  1. Push to a New Xero Quote
  2. Once the quote is accepted, on the Groundplan / Xero Tab, add the Account for the $0 items
  3. Push to a New /or to an Existing Quote to populate the purchase order for items required

Please reach out to our Support Team via Help > Send us a Message if you require an alternate solutions to the one listed.




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