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Why do item sites require a cost category?

The link between cost categories and item sites establishes the basic foundation for item accounting. Whenever items are sold, purchased, manufactured, etc., the accounts defined at the cost category level determine how these item transactions are accounted for. The general ledger activity and financial reports related to inventory movement tie directly back to cost category assignments.

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Can I use multiple currencies?

Yes, xTuple software is multi-currency. This means you can use xTuple to conduct business in any currency you wish. A base currency is defined for each database and is your currency of record. After a base currency is established, you can add as many foreign (i.e., non-base) currencies as you like. Then you can perform transactions using any of the currencies you have defined. The system automatically converts all foreign currency transactions to the base currency, using exchange rates.

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Do you have any freight class examples?

The names given to freight classes are user-defined in xTuple. This means you can set up freight classes however you want to. Some examples of freight classes could include bulkbreak bulkcontainerair, etc. You could also model your freight classes after the National Motor Freight Classification (NMFC).

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How can I make items tax exempt?

The easiest way to make an item tax-exempt is to make sure it is not linked to a tax type. For an item to be taxable, it must have a tax type associated with it. If there's no tax type linked to an item, then tax won't be charged.

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What are extensions?

Extensions are features—usually groups of features—which extend the core xTuple functionality. Common examples of extensions include modules (e.g., CRM) and packages (e.g., Time & Expense). Extensions must be administratively linked to individual databases before database users can access them. Some extensions are commercial and must be purchased, whereas others are free and available on demand.

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What are incident status colors?

Incident status colors make it easier to quickly identify the incidents you are looking for. To assign a color to an incident status, simply type the name of the color (or its hexadecimal equivalent) in the field next to the status name. For example, let's say you want all incidents with the status feedback to be highlighted in red. In the field next to Feedback, you could enter either the word red or #FF0000, the hex code for red. Now whenever you view the incident list you will see your color-coding.

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What are planner codes?

Planner codes provide a mechanism for categorizing items for planning purposes. For example, let's say you want to develop separate plans for raw materials versus finished goods. To do so, you would first create separate planner codes: one for materials and one for finished goods. You would then link the materials planner code to the item sites for your materials—and the finished goods planner code to the item sites for your finished goods. From that point on, you can run the planning systems and planning reports by individual planner codes to see the detail separately for each.

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Why should I enable customer deposits?

Enabling customer deposits makes it possible to account for deferred revenue—that is, cash receipts that are not applied to open invoices when they are received. When this option is enabled, two things will happen: 1) a customer deposit option will appear on the cash receipt screen and 2) your receivables account assignments screen will include a deferred revenue account option. This deferred revenue account will be used when customer deposits are posted. If you don't enable customer deposits, unapplied cash receipts will be distributed to a credit memo, which can be applied to an invoice at a later date.

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How do I organize my to do list?

It's easy to organize your to do list using filters. For example, let's say you want to view all the to dos assigned to you. When you enter your user name into the Assigned To field, the to do list will automatically update to show only those to dos where you are the assignee. In this way you can sort and re-sort your to do list using any of the available criteria.

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Is there any limit to the number of customer ship-to addresses?

The system supports an unlimited number of ship-to addresses. With ship-to addresses, you can maintain one customer record with multiple different delivery locations. In addition to having its own unique number, each ship-to address also includes contact information for individuals at each address. Specialized pricing by ship-to address is also supported.

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What are customer types?

Customer types are the primary category used to classify customers. Many sales reports—and also pricing schedules—are tied to customer types. Because of this importance, every customer is required to have a customer type. Example customer types might include, domestic and international or retailwholesale, and manufacturer.

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What are to dos used for?

Most people use to dos to remind themselves of things that need to get done in the future. When combined all together, your to dos are known as your to do list. Using the advanced search feature, you can sort your to do list by any of of the available criteria: due date, CRM account, assigned to user, etc. In this way you can monitor the to dos that are most important to you. To dos are a useful tool for managers, as well. Managers can use the assignment feature to assign to dos to people on their team—thus creating a work flow management system.

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What happens if I receive more cash than I can apply?

If you receive more cash than you have open invoices to apply against, the remaining balance will become a credit on the customer's account (either a credit memo or a customer deposit). That credit can be applied later, once the customer has open invoices to apply against.

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What happens when I post a receivable?

Two things happen when you post a receivable: 1) the transaction is recorded in the general ledger and 2) the customer's receivables balance is adjusted either upward (invoices/debit memos) or downward (credit memos). Keep in mind there is no intermediate save option for debit and credit memos. When posted, each is posted directly to the general ledger.

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What is a person's last name?

On the contact screen the contact's last name is also referred to as their surname or family name. On the other hand, the first name refers to their given name. The system only requires you to enter one name—first or last. However, it is common to enter both.

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Why are some users inactive?

There are times when you may want to disable a user account. This may be true, for example, when employees leave your company. Even though you no longer employ the person, you may still need reporting related to them. Making a user inactive also gives you the flexibility to make the user active at a later date. By contrast, when you delete a user from the database, records related to them are lost.

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Can I change the list of countries?

Yes you can add and delete countries. You can also make changes to existing countries' settings. Use this with caution though, because a non-standard country will not have the available states and provinces by default.

Hint: Use the limit to list setting in off mode to prevent changes to the list of countries.

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What is a worksheet?

Worksheets are used for tracking employee time and expenses. Because they are linked to projects, worksheets can be used for tracking time and expenses on a project-by-project basis.

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When do I use receivable debit and credit memos?

Debit and credit memos are accounting documents used to adjust the receivable balances of your customers. Debit memos (like invoices) are used to indicate when your customer owes you money. Credit memos are the opposite. They are used to indicate when you owe money to your customer. For example, let's say a customer sends you a check for $1,000 but they only owe you $850. This would leave you owing your customer $150, an amount which would be contained in a credit memo.

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Where would I use the default country?

When you implemented xTuple, you identified a country to use as the default when entering new addresses. This saves you the step of entering the country manually. You can override the default country when entering or editing addresses.

xTuple ERP is a multi-currency international system so you can do business with organizations and individuals globally.

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Can I change the sequence for incident numbers?

Yes, by simply typing a new number in the incident's next number field, you can change the incident number sequence. Keep in mind that incident numbers must be numeric—and you cannot use the number of an incident that already exists.

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How are site types used?

Site types are used to categorize sites. For example, you might have distribution sites or shipping sites or storage sites. Having the ability to categorize sites is primarily a feature designed for multi-site environments.

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How do I associate contacts with accounts?

You can associate contacts with accounts in either of two ways: 1) When you are editing a contact record you can specify the account relationship it belongs to or 2) you can attach contacts to an account when you are editing the account. Contacts can only be attached to one account at a time. However, single accounts can have multiple contacts (i.e., the people who work there) attached to them. You can also highlight on the account screen any especially important contacts by listing them as the primary contact or the secondary contact.

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How do I change the currency of a bank account?

During initial setup, you can change the currency of a bank account as many times as you want. However, once the bank account has been used (i.e., has had transactions posted against it) you can no longer change the bank account's currency.

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How do I handle provinces?

Provinces are handled the same way as states in all addresses. Some countries have provinces or territories as opposed to states. For example, Québec is a province of Canada. Regardless of the country that you select from the standard country list, the relevant states or provinces will be populated in the state field of the address.

Hint: Use the limit to list setting to keep the default lists of countries, states and provinces from being changed. You can find this setting under the CRM configuration screen.

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