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Where does the invoice number come from?

The next available invoice number is defined in the sales configuration. Depending on your numbering policy, invoice numbers will be created either manually or automatically.

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Does the sale type impact pricing?

No, there is no correlation between sale types and pricing. The sale type is used to declare how sales revenue will be accounted for in the general ledger.

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Do invoices flow from sales orders?

If you are using sales orders to capture customer orders, then invoices do flow from sales orders. The typical progression goes as follows: sales order -> shipping -> billing/invoicing. You can also enter invoices without first having a sales order. This is more common in service businesses, where inventory is not a major focus.

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Do you have any product category examples?

Let's say you sell home products. Your product categories might include furniture, bedding, bathroom products and appliances. By contrast, if you sell only one type of product, like toys, you could categorize by the material the toys are made of (i.e., wood, metal, plastic, etc.). Services you sell also need product categories. Sample service categories might include consulting, repairs, and cleaning.

Hint: Consider using the characteristics feature available on items to allow more detailed, custom reporting on the products you sell.

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How long can my item numbers be?

There is no limit to the length of item numbers.

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How many sales categories do I need?

The number of sales categories you need depends on how granular you want your sales accounting to be. You can get by with only one—or create multiple to provide detailed accounting for a wide range of sales scenarios.

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What is the cut-off day?

The cut-off day is used by proximo terms to indicate the day of the month on or after which the due date will advance to the next month. For example, if the cut-off day = 10, any invoices dated on or after the 10th will automatically be due the following month.

Hint: Put "0" as the cut-off day to indicate the first day of the next month. For example, if the cut-off day = 0 and the due days = 15, then the due date will be on the 15th of the next month.

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What is the default location?

The default location is the location within an item site where you want your inventory to be put or taken from by default. Having default locations can simplify the process of handling inventory when multiple location control is being used. For example, users can transfer inventory into/out of an item site using a default location button—without having to pick a location from a list of available locations. Default locations are not required but they do help reduce complexity.

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Are freight classes required?

Freight classes are only required if you are using pricing schedules to automatically calculate freight charges during sales order entry. Pricing schedules include freight classes as one factor in their pricing matrix. Using this matrix, it's possible to define pricing schedules by freight class.

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How are discount days used?

Discount days specify the number of days within which a payment must be made to take advantage of any terms discount. For example, if your terms are 2% discount in 10 days, net 30, then the discount days would = 10—in other words, the discount applies if paid within 10 days.

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How do I add contacts to an account?

You can add contacts to an account in either of two ways: 1) Start on the account screen and attach existing or create new contacts from there or 2) start on the contact screen and link to an account from that direction.

Keep in mind that individual contacts may only be associated with one account at a time. However, accounts may have unlimited contacts attached to them.

Accounts feature primary and secondary contacts. These can be the two contacts you work with most often. However, you can add as many additional contacts as you like to the account. 

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How do I reimburse employees for their expenses?

To reimburse employees for their expenses, it's necessary to define employees as vendors in the system. The link between employees and vendors can be made on the CRM account screen. Once an employee is a vendor, you can create vouchers for their expenses during the worksheet approval process. Reimbursement checks can be written against these vouchers.

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What is CRM?

In xTuple, CRM stands for Corporate/Customer Relationship Management. xTuple CRM includes features such as a universal address book, incident management, opportunity management, to-do lists, project management, and more. What makes xTuple CRM especially unique is that it is fully-integrated with xTuple ERP. This means you can organize and manage your CRM data all within the context of a complete business management solution.

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What kinds of planning systems does xTuple offer?

xTuple offers four primary planning systems: material requirements planning (MRP); distribution resource planning (DRP); master production scheduling (MPS); and lean/constraint management. You must be running a commercial edition of xTuple to have access to these planning systems. For more information on which planning systems are available in which editions, please see the xTuple comparison page.

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Can I change the customer on a sales order?

No, once you link a customer to a sales order that relationship cannot be broken. If you enter a customer number in error, your best option is to delete the sales order and start over.

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How do I filter results?

When analyzing your data you can filter the results in several ways. For dimensions, select the dimension name in the rows or columns—then select the available members to show. You can also filter results by dragging dimensions to the filter section, and from there selecting the available members to show.

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How do I link a project to a customer?

Projects can be linked to customers using the relationships link on the customer screen. Simply locate the CRM account for the customer and then save the project once you've entered the information. When you link projects and customers you gain the ability to specify special billing rates for customers by project. You can also report on projects by customer.

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What if an employee changes shifts?

If an employee is going to be changing shifts, a manager or other administrator needs to assign the new shift to the employee's master record. If the new shift isn't assigned to the employee, the rules of the old shift will continue to apply to the employee.

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What is a terms code?

The terms code is the primary identifier used to describe billing and payables terms as they appear throughout the application—in drop-down lists, etc. For example, if one of your terms is net 30, then you might use the code NET30 to identify it. Similarly, if your terms are 2% discount in 10 days, net 30, then your code might be 2-10N30.

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Do I need to configure each database separately?

Yes, the configuration of extensions (e.g., modules, like CRM) needs to be performed on each database used by your company. This flexibility allows you to configure different databases for different purposes. For example, let's say you want to pilot new features in a sandbox database. You would want to enable those new features in the sandbox for testing purposes. However, you wouldn't want to turn those features on in your production database until after you have piloted them.

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Do I need to create a contact before I create a prospect?

You can create the contact associated with a prospect before, during, or after the point when you create the prospect. It's up to you. If you create the contact first, simply search for the contact when you are creating the prospect record—and this will associate the contact. Conversely, to create a contact while entering the prospect, simply choose to create one in the contact field.

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How do I get started with sales analysis?

To get started analyzing your sales performance, follow these steps:

  1. Select a cube
  2. Select a dimension (e.g., customer)
  3. Select a dimension level (e.g., customer name) or drag the level to columns or rows
  4. Select a measure (e.g., amount, booking) or drag the measure to columns or row

You should now see a table of measures organized by the dimension you chose. You can continue selecting dimensions and measures to analyze your data in other ways.

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What address do I enter in the billing configuration?

The address you should enter in the billing configuration is your remit-to address. This address is used in multiple reports, including invoices.

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What are characteristic types?

Characteristic types control the behavior of characteristics—and also their fomatting. The following characteristic types are supported: text, list, and date. The text type is a free-form text string. Text type characteristics have access to the input mask and validator options. The list type should be used to present a list of possible values. The date type supports date strings. The formatting of date type characteristics conforms to the user's locale.

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What is the difference between contacts and accounts?

Accounts are entities or individuals you do business with (customers, vendors, partners, prospects, etc.), whereas contacts are the people you interact with. Contacts may be assigned to an account, but they don't have to be. Think of your contact list as being your address book and your account list as being a business directory. By assigning contacts to accounts, you can keep track of the people who work at the accounts.

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