Products and items
Which product details come from Xero items, and what Smartworks keeps itself, including stock.
Your products and services are Xero items. Smartworks reads them from Xero and keeps a copy for up to 2 days. It adds its own settings on top, such as whether a product is tracked, and keeps its own stock record. Smartworks never creates or changes Xero items, and never sends stock quantities to Xero.
What comes from Xero
| On screen | From the Xero item |
|---|---|
| Product code | Code |
| Description | Name |
| Cost Price | The purchase unit price |
| Sell Price | The sales unit price |
| Can be sold and Can be purchased | Whether the item is sold and purchased |
The copy is kept for 2 days and then reloaded in full. See The Xero connection and cached data. If a screen needs one product the copy does not have yet, Smartworks fetches that product from Xero on its own.
Labour codes are Xero items too, picked from the same list.
What Smartworks keeps itself
| Kept in Smartworks | Set where | Why |
|---|---|---|
| Tracked? | Products and Services | Turns stock tracking on or off for the product. Products are tracked unless you switch it off. |
| Excluded from COGS | Products and Services | Leaves the product out of cost of goods sold. |
| Product groups | Product groups | Named sets of products for your team to pick from. Each group holds the Xero item IDs. |
| Stock movements, Quantity on hand and Incoming | Purchase orders, jobs, adjustments, imports | Smartworks’ own stock ledger. |
Quantity on hand
Quantity on hand and Incoming come from Smartworks’ own stock ledger: receipts, job use, credit notes, adjustments and imports. Smartworks does not read Xero’s quantity on hand for an item, and does not send its quantities to Xero. The two numbers are kept apart on purpose, so a tracked inventory item in Xero and a tracked product in Smartworks can show different quantities.
The Stock guide covers the ledger, and Stock and Xero covers how it lines up with Xero.
Products deleted in Xero
When an item is deleted in Xero but Smartworks still has stock records for it, the product stays in Smartworks under the Deleted filter and shows Deleted from Xero. Smartworks spots this when the product copy next reloads.
What you change where
| To change | Do it in |
|---|---|
| Code, name, prices, sold or purchased | Xero |
| Tracking, COGS exclusion, product groups | Smartworks |
| Stock on hand | Smartworks, with Adjust Stock or Import Stock |
After a change in Xero, click Update beside Products in Xero Data Sets to see it straight away.
Limitations
- A new item, or a change to an item’s code, name or prices in Xero, can take up to 2 days to show in Smartworks, unless you click Update.
- Product pickers in the Scheduler and mobile app keep their own copy of the product list for up to a day. Update does not refresh that copy.
- Stock quantities in Smartworks and Xero are separate and are not kept in step.
See also
- Products and Services - the screen that shows these details and the stock record.
- Tracked products - what tracking a product changes.
- Product groups - group Xero items for your team.
- The Xero connection and cached data - when the product list reloads.