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Can employees belong to more than one employee group?

Yes, there is no limit to the number of employee groups an employee can belong to.

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Are tax assignments required?

Yes, tax assignments are required if you want xTuple to automatically calculate taxes for you. If you do not bill customers for taxes, then tax assignments are not required.

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How are the change log options used?

The change log options, if enabled, provide a mechanism for recording changes made to item site and/or site records. For example, if a user modifies the parameters on an item site, the change log for that item site would include a record of who made the change and when it was made. If these options are not enabled, changes made to item site and site records will not be tracked in the change logs.

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What is XTN?

XTN (xTuple Network) is a commercial business continuity service, featuring off-site backup and xTuple ERP version upgrades. Please follow this link to learn more about xTuple's XTN service.

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Can I create quotes for prospects?

Yes, you can create quotes for prospects. However, before the quote can be converted (to an order or invoice) the prospect must also be converted. Orders and invoices must be associated with a customer. Converting prospects to customers is an easy process.

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How do I drill down into inventory history?

The advanced search panel gives you the most control when trying to locate specific records or groups of records in inventory history. Click on the advanced search button in the main menu to open the advanced search panel. Using advanced search, you can specify multiple different parameters—making it possible to drill down and reach the specific records you are looking for.

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Does it matter which account type I choose?

The account type is informational only and does not impact banking transactions. However, you can use the account type to help you distinguish between the different kinds of bank accounts you may have. For example, one account might be your checking account. Another might be set up as your credit card account, to be used whenever you process credit card transactions.

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Does xTuple support drop shipping?

Yes, support for drop shipping is included in commercial editions of xTuple.

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What is included in inventory history?

Inventory history records are generated any time quantity in an item site is changed, either up or down. For example, when quantity is received into inventory, an inventory history record is created. The same is true when quantities are issued to shipping or work orders. Any inventory movement is tracked in the inventory history report.

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Where do sales categories get used?

The primary use for sales categories is to account for miscellaneous (i.e., non-inventory) line items on invoices. Sales categories may also be used optionally on the following document types: receivable credit/debit memos and cash receipts.

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Can I transfer inventory between sites?

Yes, you can transfer inventory between sites using either transfer orders or an inter-site transfer transaction. For bulk operations, the transfer order is by far the best method for transferring inventory from one site to another. Both transfer orders and multiple sites are features of xTuple commercial editions. You can read more about the different xTuple editions on our comparison page.

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Do I need more than one cost category?

You can certainly run your business using only one cost category. That's all you need to set up item sites and track inventory movements in the general ledger. If you want more detailed inventory accounting, though, you should consider implementing multiple cost categories. For example, you might have a cost category for finished goods and a different one for raw materials. In this way you can track particular item types or groups by different accounts—thus leading to more detailed financial reporting.

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Do returns update inventory?

Yes, returns will automatically return stock to inventory, assuming the return line item has the update inventory flag selected. If that flag is not selected, your inventory will not be updated.

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What is a characteristic role?

Characteristic roles define where characteristics can be used. For example, if you want a characteristic to be associated with contact records, you would select the contact role. Item characteristics would require the item role. And so on. Individual characteristics may be associated with multiple roles. The same characteristic might apply to contacts and addresses and opportunities. If you are having trouble finding a characteristic to associate, it's likely the characteristic role isn't defined properly.

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Can I delete an account?

No, once you successfully create an account, you cannot delete it. You can, however, mark accounts as inactive. In addition, you can detach contacts from accounts to free them up to be attached elsewhere. For example, in the toytrucks demo database you cannot delete the Tremendous Toys account. But you can detach Frank Farley's contact record from the Tremendous Toys account.

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How are units used?

Units exist so the system can automatically convert items or other objects to the correct measurement when necessary. Items provide a good example for why conversions—and also units—are needed. Let's say you stock an item in units of ea (i.e., each). This is your inventory unit of measure. However, you might sell the item in a different unit. Let's say you sell it by the cs (i.e., case). Because the system sees different units for the item, it will automatically convert the ea to cs when the item is sold.

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How do I configure my system?

Each database used by your organization has various extensions associated with it. These extensions may be modules (e.g., CRM) or other free or commercial add-ons. For each extension there will be configuration options. In most cases, your system administrator will be responsible for configuring your extensions. However, anyone with the appropriate privileges may also configure extensions.

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What does this error mean: "connection to specified xtuple erp server cannot be made"?

We have spoken with various users who encountered this error and discovered something in common with both. Both had prior installs of other Open Source solutions on their computer, prior to installing PostBooks®. In both cases the the other product also installed an instance of PostgreSQL. It appears the two installations of Postgres are conflicting, and preventing the PostBooks® installer from finishing the install. If you are done for the moment evaluating the other Postgres-powered application, try uninstalling it, and then running the PostBooks® installer again

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Why can't I ship my transfer order?

If you are trying to ship a transfer order but it doesn't appear in the list of orders to be shipped, there's a good chance the transfer order has not been released yet. Transfer orders must be open/released before they can be shipped. To release a transfer order, change its status from unreleased to open.

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How are returns and return authorizations different?

The primary difference between returns and return authorization is their relative complexity. Returns are quick to process and complete. They are designed for simple scenarios. Return authorizations, on the other hand, are far more complex. They support complicated business processes in a way that simple returns do not.

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What are projects used for?

Projects are a tool used to plan and track activity related to specific jobs. The are built primarily using project tasks, which serve as a container for time and expenses related to the project. You can link projects to various types of orders (Sales Orders, Work Orders, Purchase Orders, etc.) and in so doing generate order activity reports by project. The Project Accounting add-on package for xTuple offers additional accounting features for building robust financial reports for your projects.

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How do transfer orders differ from inter-site transfers?

Transfer orders are distinct from inter-site transfers in three primary ways. First, transfer orders allow you to move multiple items all at once between sites—instead of just one item at a time. Second, transfer orders always involve an intermediate transit site, for tracking inventory while it is "in transit." And third, there are reports (i.e., paperwork) associated with transfer orders.

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Is it possible to change the name of a default country?

Yes, if you want a different country name for your default country, you can switch off the limit to list setting. Be sure to turn this setting off with caution, since manually entered countries will not be kept up-to-date in the same way that standard countries are. In addition, pre-defined states and provinces will not be available to countries with a custom naming convention.

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Do all accounts need parents?

No, the parent account feature is optional. You would only use it for accounts that are sub-accounts. For example, you might have customers TTOYS-SE and TTOYS-NE that are regional branches of Tremendous Toys. In this case, you would link Tremendous Toys as the parent for both TTOYS-SE and TTOYS-NE.

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Can I use abbreviations for state names?

Yes, you may abbreviate state names. However, before manually adding a state (or province) you should check whether the state already exists in the database. (Hint: If you enter the country first, the corresponding states, if available, will appear.) For example, the default list of states for the United States uses the standard two-letter abbreviations. New York appears as NY and Virginia appears as VA in the list of U.S. states.

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