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What is the contractor option on employee records used for?

The contractor option should be selected and used for employees who are not on your payroll. Time logged by contract employees is accounted for differently than it is for regular employees. The main difference is that contractor time is not considered a labor cost, as it is for employees. Instead, contractor time is considered an expense which can be vouchered and then paid by check. Just as you can for regular employees, contractor time and expenses can also be billed to customers.

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Can time and expenses be charged to customers?

Yes, time and expense information entered on worksheets can be billed directly to your customers. Billing rates can be entered on an ad hoc basis—or you can set up pre-defined rates for your customers at the project task level.

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Do I need to enter a base currency?

If you are using only xTuple CRM, then currency is optional. However, once you begin to use xTuple accounting, you must have a base currency defined. The base currency is your currency of record. It is used by the general ledger to record accounting transactions.

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How can I learn more about job costing?

The topic of job costing is covered in some detail in the manual Managing Projects with xTuple. The book can be read online for free or purchased for download through the xTuple MarketPlace.

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What is the goal of project accounting?

The Project Accounting add-on package for xTuple is a solution especially designed for professional services companies, non-profit groups who need fund accounting and manufacturers or distributors with advanced project accounting requirements. At the heart of Project Accounting is the concept of the "virtual" General Ledger (G/L) Account. With Project Accounting, virtual G/L Accounts are built dynamically or "on-the-fly" using a combination of existing G/L Account Numbers and the linked Project Name. Transactions flowing from Project-related Sales Orders, Purchase Orders and Work Orders are generally supported by Project Accounting.

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What's the difference between inventory and transit sites?

Assuming you are operating in a multi-site environment, the majority of your sites will be inventory sites. An inventory site is a site where inventory is physically produced or stored. Transit sites, on the other hand, are a type of temporary site used by transfer orders to hold inventory when it is in-transit between two sites. A transit site could be a truck, a shipping container, or a ship. If you are not using transfer orders, then you will not have access to transit sites.

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Where are sale types used?

Sale types are used on sales orders to declare the type of sale being made. The sale type might indicate, for example, whether you are selling to a retail customer or a wholesale customer. The sale type you choose can impact how sales revenue is reported. The link between sale types and revenue accounts is made on the sales assignment interface.

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Why are product categories needed?

You need product categories for both reporting and accounting purposes. On the reporting side, it's helpful when analyzing sales activity to have product category data as one of your available options. Running reports by product category allows you to monitor how groups of sold items are performing. It also enables you to evaluate how groups compare to each other. For accounting purposes, the product category is one of the key factors which determines how sales transactions are accounted for.

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Do you have basic project management information?

The topic of project basics is covered in some detail in the manual Managing Projects with xTuple. The book can be read online for free or purchased for download through the xTuple MarketPlace.

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Why can't I enter a credit card receipt?

When entering credit card receipts, make sure you've selected credit card as your cash receipt funds type. Second, check with your system administrator to verify your site is configured to use credit cards. Some set up may be required.

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How do I add tasks to a project?

To add tasks to a project, double-click on the project to display the project detail. Navigate to the tasks tab and press new. Fill in the detail for the task. After you've added tasks to a project, you can also view them on the project tasks master list.

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How do I process and approve worksheets?

If you have the appropriate privileges, you can approve and process worksheets from the list view of worksheets. To approve a worksheet, select the worksheet in the list. Notice the gear icon to the far right-hand side of the row. When you select this gear icon one of your options will be to approve the selected worksheet. Other options include the vouchering, invoicing, posting, and deleting of worksheets.

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How are characteristics used?

Characteristics provide an easy way to add layers of user-defined information which you can later access for reporting purposes. For example, let's say you want to keep track of birthdays for your most important clients. To do this, create a contact characteristic for birthdays. Then, in the value field for each, insert the contact's date of birth. After this information has been entered, you can run a contact report to see all your contacts' birthdays. Characteristics can be used in many other ways, too—to configure items at the point of sale, to characterize details of sales opportunities, and more.

 

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How are shifts used?

Shifts are used to track employees' weekly hours, including break periods and overtime hours. Shifts get assigned to employees on the employee master record. When employees clock into a shift—or to work orders during their shift—the rules of the shift are applied. The rules of a shift include pre-defined start/end times, break times, labor rate, etc.

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How does the tax credit for discounts work?

The credit taxes option should be enabled if you want to ensure tax payments are credited when processing early payment discounts. This option is selected by default. If not selected, taxes will not be credited when early payment discounts are processed.

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What are due days?

Due days refers to the number of days after the document date (i.e., invoice date, voucher date) when payment is considered overdue. For example, if the invoice date is May 10 and the due days = 10, then payment would be due 10 days later, on May 20. For proximo terms, the due days refers to the day of the month when payment is due—that is, due days = 10 means due on the 10th day of the month.

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What are item sources?

Item sources identify the relationship between items and the vendors who supply them. Having item sources pre-defined helps accelerate purchase order entry. Purchase order accuracy also improves when item sources are used.

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What is an honorific?

An honorific is a word (often abbreviated) added to the front of a person's name as a form of esteem or respect for that person. For example, if John Smith is a doctor, you might refer to him as Dr. John Smith. In this example, the introductory Dr. is an honorific. Other common honorifics include Mr., Mrs., Ms.

Note: Honorifics are user-defined. They may be long or short, abbreviated or not.

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When will the next xTuple ERP release come out?

See our Product Roadmap for a general idea of when xTuple ERP will be released next and what the major upcoming features will be.

Our goal is to have two features releases a year (x.y.0), one in June and the other in December, plus a few bug-fix releases. This schedule is not exact. Feature releases will be published when their defining features are complete. Bug-fix releases will be published as needed. Between August 2007 and July 2016 we published a release on average every 8 weeks, not counting betas and release candidates. That included 21 feature and 38 bug-fix releases (on average a little more frequently than 6 months and 3 months, respectively).

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Why do some privileges appear greyed-out?

If a user privilege is greyed-out, this means the privilege belongs to a user account role. Bold-colored checkboxes indicate a privilege is assigned individually to the user. It's possible for users to have a combination of privileges—both individual privileges and privileges inherited from user account roles.

Hint: If you manually select a greyed-out privilege and make it bold, that privilege will remain with the user even if the underlying user account role is removed from their user account.

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What are analytic cubes?

Analytic cubes are structures that organize data for fast, interactive analysis. Analytic cubes focus on specific facts from your operational data—for example, a booking line item or a shipment line item. Then for each fact certain measures are recorded (e.g., the booking amount, the booking discount). Finally the cube facts are organized by dimension (e.g., customer or by sales rep). In the end, analytic cubes give you the ability to look at specific facts from a variety of different perspectives.

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Do I need an opportunity type?

Yes, the opportunity type is required when creating an opportunity. That means you must have opportunity types defined before you can successfully save an opportunity.

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How do I handle deferred revenue?

To handle deferred revenue, enter a cash receipt and specify you want the balance applied as a customer deposit. Doing this will ensure the cash balance is posted to the deferred revenue account, as defined in the receivables account assignments setup.

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How is the vendor unit ratio used?

The unit ratio specifies the ratio between inventory and vendor units of measure (UOM). For example, if you stock an item in single units, but a vendor sells you the item in cases of 12, then you would enter "12" as the vendor unit ratio (i.e., 12:1). If the ratio is 1:1, then enter "1" as the unit ratio. Having a defined vendor unit ratio allows you to purchase inventory in the vendor's UOM. However, on receipt that inventory will be converted automatically to your inventory UOM.

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When should proximo terms be used?

Proximo terms should be used whenever you expect payment on a certain day of the month (e.g., the first day of the month, the fifteenth day of the month, etc.). Use the due days field to enter the day of the month when payment is due. For example, if your due days = 15, then payment would be due on the 15th of the month.

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