Version 7.3

Welcome to the July 19, 2020 release of features. We hope you like the latest updates in this version, the highlights are as follows:

New release

New improvements

  • Improved layout for Register Settings
  • Improved layout for Actions Settings
  • Hide deleted customer groups from the group selection list when deleted
  • Transaction menu -> “Continue” changed to “Pay”

New fixes

  • Fixed the issue in sending email to selected transactions (batch action)
  • Directly added transactions for groups did not appear under “Reports -> Account receivables” for groups.
  • Page refresh on transaction payment pages to avoid multiple payment on one invoice.
  • Modifying customer does not apply immediately after change and requires searching again.
  • style issue for rostering system on Safari
  • Order of the item variants was changing when deleting a variant which is fixed now.

Please check our blog post here.

Job Allocation through Calendar

Geelus lets you allocate jobs to your staff. These are called “Allocated Invoices” which, you will be able to see and edit through the Booking Calendar.

Here, you will learn how to:


How to Navigate the Booking Calendar for Allocated Invoices

Here is a guide on what you can do with the Booking Calendar:

  • Choose which allocation date you want to see
  • To see the Allocated Invoices, please uncheck
    • Exclude invoices/Converted
  • Filter the bookings based on:
    • All the staff
    • All the staff working on the chosen date
    • One staff
  • Clicking on a staff’s name lets you:
    • Change the view to see only the allocated jobs for the staff
    • Print templates based on the staff’s allocated jobs
    • Send email templates based on the staff’s allocated job
    • Export the allocated bookings of the staff for the chosen date
  • Zoom in/out the calendar for a better view
  • Change the calendar view to:
    • Daily
      • At the bottom of each staff column, shows the summary of the allocated invoices for the day
        • Total duration of all the jobs
        • Total number of all the jobs
        • Total amount of all the jobs
    • Weekly
      • At the bottom of each date column, shows the summary of the allocated invoices for all the staff on that date
        • Total duration of all the jobs
        • Total number of all the jobs
        • Total amount of all the jobs

How to Add an Allocated Invoice

Here is a guide on how to add an allocated invoice in Geelus:

  1. Click the Plus button for New Transaction
  2. Choose New invoice
  3. Add the customer and items
  4. Click the Pen button for an item
  5. Click Book/Allocate
  6. The booking calendar will appear
  7. Click on an empty time slot for a staff
  8. Update the details if necessary
    • Booking date/time
    • Staff allocation
    • Job duration
  9. Click Update allocation to save
  10. Please repeat steps 4-9 if you have multiple items in the transaction
  11. You can allocate different items (jobs) to different staff
  12. Click the Pay button at the bottom right
  13. Click the payment method to be used for the transaction
  14. Click the Check button on the top right to finish the entry

Booking/Appointments through calendar

A very powerful feature of Geelus is that it allows you to visually schedule bookings (or appointments) with your customers and allocate the jobs to your staff.

In this article, you will find:


How to Navigate the Booking Calendar

Here is a guide on what you can do with the Booking Calendar:

  • Choose which booking date you want to see
  • Choose whether you want to see:
    • All the allocated bookings
    • All bookings, allocated and non-allocated
  • Filter the bookings based on:
    • All the staff
    • All the staff working on the chosen date
    • One staff
  • Filter transactions to exclude:
    • Invoices or bookings converted to invoices
    • Finished bookings
  • Clicking on a staff’s name lets you:
    • Change the view to see only the allocated bookings for the staff
    • Print templates based on the staff’s allocated bookings
    • Send email templates based on the staff’s allocated bookings
    • Export the allocated bookings of the staff for the chosen date
  • Zoom in/out the calendar for better view
  • Change the calendar view to:
    • Daily
      • At the bottom of each staff column, shows the summary of the allocated bookings for the day
        • Total duration of all the bookings
        • Total number of all the bookings
        • Total amount of all the bookings
    • Weekly
      • At the bottom of each date column, shows the summary of the allocated bookings for all the staff on that date
        • Total duration of all the bookings
        • Total number of all the bookings
        • Total amount of all the bookings

How to Add a Booking

There are 2 ways to add a Booking in Geelus.

Here is a guide on how to add a booking through the New Transaction page:

  1. Click the Plus button for New Transaction
  2. Choose New booking
  3. Add the customer and items
  4. Click the Pen button for an item
  5. Click Book/Allocate
  6. The booking calendar will appear
  7. Click on an empty time slot for a staff
  8. Update the details if necessary
    • Booking date/time
    • Staff allocation
    • Job duration
  9. Click Update allocation to save
  10. Please repeat steps 4-9 for each item if you have multiple items in the transaction
  11. Click the Create booking
  12. Click the payment method to be used for the transaction
  13. Click the Check button on the top right to finish the entry

Here is a guide on how to add a booking through the Booking Calendar:

  1. Click on an empty (white) timeslot
  2. Choose the staff you want to allocate the booking to
  3. Choose whether you want to create:
    • An allocated invoice
    • Booking
  4. Process the transaction as normal

How to Edit a Booking

There are 2 ways to edit a booking from the Booking Calendar:

  • Clicking the booking
    1. Click the booking you want to edit
    2. Update the following information
      • Date and time
      • Staff allocation
      • Duration of the booking
    3. You also have the option to
      • Convert the booking to an invoice
      • View the transaction details of the booking
      • Cancel editing
    4. Click Update booking to save the changes
  • Dragging the booking to another time slot or staff
    1. Drag a booking to a different
      • Timeslot of the same staff
      • Timeslot of the same date
      • Timeslot of a different staff
      • Timeslot of a different date
    2. Update the following information
      • Date and time
      • Staff allocation
      • Duration of the booking
    3. You also have the option to
      • Convert the booking to an invoice
      • View the transaction details of the booking
      • Cancel editing
    4. Click Update booking to save the changes

How to Convert a Booking to an Invoice

There are 2 ways to convert a booking to an invoice:

    • From the Transaction History
      1. Open the booking
      2. Click Convert to invoice
      3. Process the transaction as usual
    • From the Booking Calendar
      1. Open the booking calendar
      2. Search and open the booking
      3. Click the Convert to invoice button
      4. Process the transaction as usual

Geelus can automatically send a notification to your customers and/or staff everytime a booking is converted to an invoice. Please follow this link for more information.

Drop/Delivery + Route calculation/optimization through calendar

Geelus gives you the power to accommodate transactions wherein the customer drops off their items for you to work on for them to be delivered to the customer’s doorsteps when finished.

This article will teach you:


How to process a Drop and Delivery Transaction

There are 4 steps in processing a Drop and Delivery Transaction:

  1. Add the Drop and Delivery Transaction
  2. Mark the Transaction as Done
  3. Prepare the Delivery Route of the Driver
  4. Deliver the Drop & Delivery Transaction

1. Add the Drop and Delivery Transaction

Please follow the guide below to add a new Pickup and Delivery transaction:

  1. Click the Plus button for New Transaction
  2. Choose New drop & delivery
  3. Add the customer and items
  4. Click the Create drop & delivery button
  5. Schedule the delivery from:
    • The delivery calendar
    • The date and time picker
  6. Allocate the delivery to your staff
  7. Click the payment method to be used for the transaction
  8. Click the Check button on the top right to finish the entry

2. Mark the Transaction as Done

There are 2 ways to mark a transaction as Done:

    • From the Transaction History
      1. Open the pickup & delivery transaction
      2. Click Mark all done
      3. Click the Mark done button
    • From the Delivery Calendar
      1. Open the pickup & delivery calendar
      2. Search and open the delivery transaction
      3. A small window will appear showing the details of the delivery transaction
      4. Click the Check button on the top right of the small window
      5. Click the Mark done button

3. Prepare the Delivery Route of the Driver

Please follow the guide below to prepare the driver’s pickup route:

  1. Click on the Calendar button
  2. Choose Pickups & Deliveries
  3. Choose to see the Delivery Calendar
  4. Choose your preferred date to view
  5. Click the driver/staff’s name
  6. Choose “View optimized route”
  7. Enter your address of origin
  8. Enter your destination address
  9. Check/Uncheck the delivery points, which are also the delivery transactions
  10. Click the Calculate route button
  11. Geelus will show the driver/staff’s most optimized route
  12. The House Icons are the Origin and Destination address
  13. The Truck Icons are the Delivery points
  14. Click the Truck Icon to show the pickup point details
  15. Click the Navigation button to open navigation assistance

4. Mark the Transaction as Collected

There are 2 ways to mark a transaction as Done:

    • From the Transaction History
      1. Open the drop & delivery invoice
      2. Click Mark all collected
      3. Click the Mark collected button
    • From the Delivery Calendar
      1. Open the pickup & delivery calendar
      2. Search and open the delivery transaction
      3. A small window will appear showing the details of the delivery transaction
      4. Click the Collected button on the top right of the small window
      5. Click the Mark collected button

How to use the Pickup & Delivery Calendar on your Mobile Phone

Here are 2 features of the Calendar that are very convenient when you’re using your mobile phone:

  • Tapping the customer’s number makes you call the customer
  • Tapping the customer’s address opens Google Maps for navigation assistance

Pickup/Delivery + Route calculation/optimization through calendar

Geelus gives you the power to visually schedule your pickup and delivery transactions

In this section, you will find:


How to navigate the Pickup & Delivery Calendar

Here is a guide on what you can do with the Booking Calendar:

  • Choose whether to see the Pickup or Delivery Calendar
  • Choose which date or date range you want to see
  • Choose whether you want to see:
    • All the allocated Pickups or Deliveries
    • All Pickups or Deliveries, allocated and non-allocated
  • Filter the bookings based on:
    • All the staff
    • All the staff working on the chosen date
    • One staff
  • Filter Pickups to exclude:
    • Invoices or pickups converted to invoices
    • Picked up transactions
  • Filter Deliveries to exclude:
    • Unfinished deliveries
    • Invoices or deliveries converted to invoices
    • Delivered transactions
  • Clicking on a staff’s name lets you:
    • Change the view to see only the allocated Pickups or Deliveries for the staff
    • Print templates based on the staff’s allocated Pickups or Deliveries
    • Send email templates based on the staff’s allocated Pickups or Deliveries
    • Export the allocated Pickups or Deliveries of the staff for the chosen date
  • Zoom in/out the calendar for better view
  • Change the calendar view to:
    • Daily
      • At the bottom of each staff column, shows the summary of the allocated bookings for the day
        • Total duration of all the Pickups or Deliveries
        • Total number of all the Pickups or Deliveries
        • Total amount of all the Pickups or Deliveries
    • Weekly
      • At the bottom of each date column, shows the summary of the allocated bookings for all the staff on that date
        • Total duration of all the Pickups or Deliveries
        • Total number of all the Pickups or Deliveries
        • Total amount of all the Pickups or Deliveries

How to edit Pickups and Deliveries

There are 2 ways to edit a booking from the Pickup and Delivery Calendar:

  • Clicking the pickup or delivery transaction
    1. Click the pickup or delivery transaction you want to edit
    2. Update the following information
      • Date and time
      • Staff allocation
      • Duration of the pickup or delivery transaction
    3. You also have the option to
      • Convert the pickup or delivery transaction to an invoice
      • View the transaction details of the pickup and delivery transaction
      • Cancel editing
    4. Click Update pickup or delivery to save the changes
  • Dragging the pickup or delivery transaction to another time slot or staff
    1. Drag a pickup or delivery transaction to a different
      • Timeslot of the same staff
      • Timeslot of the same date
      • Timeslot of a different staff
      • Timeslot of a different date
    2. Update the following information
      • Date and time
      • Staff allocation
      • Duration of the pickup or delivery transaction
    3. You also have the option to
      • Convert the pickup or delivery transaction to an invoice
      • View the transaction details of the pickup and delivery transaction
      • Cancel editing
    4. Click Update pickup or delivery to save the changes

How to process a Pickup and Delivery Transaction

There are 4 steps in processing a Pickup and Delivery Transaction:

  1. Add the Pickup and Delivery Transaction
  2. Prepare the Pickup Route of the Driver
  3. Pickup the Items and Convert the Transaction to an Invoice
  4. Mark the Transaction as Done
  5. Prepare the Delivery Route of the Driver
  6. Deliver the Pickup & Delivery Transaction

1. Add the Pickup and Delivery Transaction

Please follow the guide below to add a new Pickup and Delivery transaction:

  1. Click the Plus button for New Transaction
  2. Choose New pickup & delivery
  3. Add the customer and items
  4. Click the Create pickup & delivery button
  5. Schedule the pickup and delivery from:
    • The pickup and delivery calendar
    • The date and time picker
  6. Allocate the pickup and delivery to your staff
  7. Click the payment method to be used for the transaction
  8. Click the Check button on the top right to finish the entry

2. Prepare the Pickup Route of the Driver

Please follow the guide below to prepare the driver’s pickup route:

  1. Click on the Calendar button
  2. Choose Pickups & Deliveries
  3. Choose to see the Pickup Calendar
  4. Choose your preferred date to view
  5. Click the driver/staff’s name
  6. Choose “View optimized route”
  7. Enter your address of origin
  8. Enter your destination address
  9. Check/Uncheck the pickup points, which are also the pickup transactions
  10. Click the Calculate route button
  11. Geelus will show the driver/staff’s most optimized route
  12. The House Icons are the Origin and Destination address
  13. The Truck Icons are the Pick up points
  14. Click the Truck Icon to show the pickup point details
  15. Click the Navigation button to open navigation assistance

3. Convert the pickup transaction to an invoice

There are 2 ways to convert a pickup transaction to an invoice:

    • From the Transaction History
      1. Open the pickup & delivery transaction
      2. Click Convert to invoice
      3. Process the transaction as usual
    • From the Pickup Calendar
      1. Open the pickup & delivery calendar
      2. Search and open the pickup transaction
      3. Click the Convert to invoice button
      4. Process the transaction as usual

Geelus can automatically send a notification to your customers and/or staff everytime a pickup is converted to an invoice. Please follow this link for more information.

4. Mark the Transaction as Done

There are 2 ways to mark a transaction as Done:

    • From the Transaction History
      1. Open the pickup & delivery transaction
      2. Click Mark all done
      3. Click the Mark done button
    • From the Delivery Calendar
      1. Open the pickup & delivery calendar
      2. Search and open the delivery transaction
      3. A small window will appear showing the details of the delivery transaction
      4. Click the Check button on the top right of the small window
      5. Click the Mark done button

5. Prepare the Delivery Route of the Driver

Please follow the guide below to prepare the driver’s pickup route:

  1. Click on the Calendar button
  2. Choose Pickups & Deliveries
  3. Choose to see the Delivery Calendar
  4. Choose your preferred date to view
  5. Click the driver/staff’s name
  6. Choose “View optimized route”
  7. Enter your address of origin
  8. Enter your destination address
  9. Check/Uncheck the delivery points, which are also the delivery transactions
  10. Click the Calculate route button
  11. Geelus will show the driver/staff’s most optimized route
  12. The House Icons are the Origin and Destination address
  13. The Truck Icons are the Delivery points
  14. Click the Truck Icon to show the pickup point details
  15. Click the Navigation button to open navigation assistance

6. Mark the Transaction as Collected

There are 2 ways to mark a transaction as Done:

    • From the Transaction History
      1. Open the pickup & delivery invoice
      2. Click Mark all collected
      3. Click the Mark collected button
    • From the Delivery Calendar
      1. Open the pickup & delivery calendar
      2. Search and open the delivery transaction
      3. A small window will appear showing the details of the delivery transaction
      4. Click the Collected button on the top right of the small window
      5. Click the Mark collected button

How to use the Pickup & Delivery Calendar on your Mobile Phone

Here are 2 features of the Calendar that are very convenient when you’re using your mobilephone:

  • Tapping the customer’s number makes you call the customer
  • Tapping the customer’s address opens Google Maps for navigation assistance

Precise time entry on time picker window

Aside from clicking on the time choices available in 5-minute increments, Geelus now lets you type in the exact time. Just type the exact hour and minute on the top of the time picker window and click the check button to save.

Confirmation on automated “Actions”

Checking the box for “Confirmation before processing” will make Geelus show a confirmation window asking if you want to proceed with the automated action before it gets executed.

Price book

Geelus now lets you add all your items to a Price Book and Increase/decrease the price of all items by percentage/dollar amount. Please follow the guide below to set it up:

  1. Navigate to “Settings > Price books”.
  2. Click the Plus button on the top right corner to add a new price book.
  3. Enter the name of the price book.
  4. Click the Check button to save the new price book.
  5. Click the Pen button for the price book to edit it.
  6. Click the Plus button on the top right corner to add all your items to the price book.
  7. Enter the % difference of the price book’s price from the original price of the items.
    • Negative (-) % decreases the price
    • Positive(+) % increases the price.
  8. Click the Check button to save.

Role Settings: “Can view transactions total on calendar”

Geelus has a new role that will let a user view the summary or totals of the transactions from the calendar.

Register Settings

Geelus has new settings that will immensely help with your business operations:

  • Pickup/delivery settings
  • Enforce Booking Allocation
  • Enforce Pickup Allocation
  • Enforce Delivery Allocation

Below is a guide on all the new aspects of the Register Settings:

  • Booking / Appointment settings: This is where you can set up the rules for Geelus’ booking/appointment system
    • Enforce booking/appointment allocation: Toggle that will determine whether or not the job/item for the transaction is required to be allocated to a staff before the transaction can be entered.
  • Pickup Settings: This is where you can determine the settings of the pickup system.
    • Enforce pickup allocation: Toggle that will determine whether or not the pickup transaction is required to be allocated to a staff before the transaction can be entered.
    • Default pickup duration: Set how many minutes a pickup can take.
    • Pickup default user: Set a staff which pickup jobs will be automatically allocated to.
    • Default pickup date/time offset: Determines if your pickup date/time will be scheduled on a specific time frame after the transaction date.
    • Fixed day: Determines if the pickup date will be scheduled on a specific day of the week.
    • Fixed time: Determines if the pickup time will be scheduled at a specific time of the day.
    • Skip days: Determines which days of the week you don’t want to schedule pickups.
  • Delivery Settings: This is where you can determine the settings of the delivery system.
    • Enforce delivery allocation: Toggle that will determine whether or not the delivery transaction is required to be allocated to a staff before the transaction can be entered.
    • Default delivery duration: Set how many minutes a delivery can take.
    • Delivery default user: Set a staff which deliveries will be automatically allocated to.
    • Default delivery date/time offset: Determines if your delivery date/time will be scheduled on a specific time frame after the transaction date.
    • Fixed day: Determines if the delivery date will be scheduled on a specific day of the week.
    • Fixed time: Determines if the delivery time will be scheduled at a specific time of the day.
    • Skip days: Determines which days of the week you don’t want to schedule deliveries.

“Recipient” on email templates

Geelus now lets you choose who will be the recipient of your email template. This supports sending emails to drivers/customers or custom email addresses.

  • Customer
  • Custom recipient
  • User booked/Allocated to
  • User allocated for pickup
  • User allocated for delivery

“Recipient” on text message templates

Geelus now lets you choose who will be the recipient of your text message template. This supports sending text messages to drivers/customers or custom email addresses:

  • Customer
  • Custom recipient
  • User booked/Allocated to
  • User allocated for pickup
  • User allocated for delivery

Transaction History

The transaction history has been improved with the following new features:


How to Navigate Transaction History

Please follow the guide below on the new search methods you can use in the  Transaction History:

  • By pickup date = Will show transactions based on when they are scheduled to be picked up.
  • By delivery date = Will show transactions based on when they are scheduled to be delivered.

How to Use Filters

  • These are the new filters you can use:
    • Edit status
      • Edited
      • Not edited

What Information is Available Upon Opening a Transaction from Transaction History

Upon opening a transaction from the transaction history, you can now:

  • View the Edit History

“Active/All” filter under user settings to hide inactive users

The user settings can now show or hide inactive users. Below is a guide on how to activate a user. This uses the Active/All filter.

  1. Navigate to “Settings > Users”.
  2. Click the All users filter button to show both active and inactive users.
  3. Click the Pen button to edit the user.
  4. Click the Activate switch to activate the user.
  5. Click the Check button in the top right corner to save the changes.

Tag called “Taxes”

The newly added {Taxes} tag displays or prints transaction taxes on all templates.

Click to call

Geelus now gives you the power to call your customer straight from Geelus.