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What are receivable applications?

Receivable applications are records generated when a receivable is either applied or applied to. For example, when a credit memo is applied to an invoice, that's a receivable application. Similarly, receivable applications occur when cash receipts are applied to open invoices.

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What are some examples of sale types?

Because sale types are user-defined, you can set them up any way you want to. Some examples of sale types might include in-networkout-of-networkretailwholesale, etc. Depending on how granular you want your revenue reporting to be, you can link your sale types to different revenue accounts using the sales account assignment interface.

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Can the customer number be different from the CRM account number?

No, the customer number and the CRM account number are linked and must be the same. The CRM account serves as a kind of parent having several different possible children. Because of this linkage, a single business entity can be stored in xTuple as both a customer and a vendor. This helps to simply and cover the cases where you sell to one company as a customer, but you also buy from them as a vendor.

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Do I need to assign priorities?

No, you are not required to set a priority when creating an incident. Priorities are optional. If you don't want or need to assign priorities to incidents then you can simply ignore them.

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How do I reverse a receivable?

Receivables can be reversed either by application or, in the case of invoices, by voiding. For example, let's say a customer has an open receivables balance of $4500. When that customer sends you a check for $4500, you can apply that cash to the invoice, thus reversing the open balance down to $0. Similarly, credit memos can be applied to invoices (or debit memos) to reduce or reverse a receivable amount. For invoices, you also have the option to void them, which reverses them back to an unposted state.

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How do I show charts?

To show charts, change the mode to chart in the top left corner. You will then see a selection of charts on the left side.

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If I don't manage inventory do I need cost categories—or item sites?

The short answer is, no. If managing inventory is not part of your business, then you don't need cost categories—or by extension, item sites. It is possible, of course, to have a mixed environment. Many service businesses will handle some inventory. And inventory-focused businesses will have some number on non-inventory parts. xTuple supports all these scenarios.

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How do I open a closed purchase order?

A purchase order is considered closed when all of its line items are closed. To reopen a purchase order, you need to reopen one or more of the closed line items. Once a line item is open, the parent purchase order will be open, too.

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How long does xTuple store my backups?

xTuple stores a minimum of the 5 most recent backups plus one backup each week for a minimum of 1 year. Because of network related problems the most recent backups may not always be consecutive by day.

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What is multiple location control?

Multiple location control (MLC) is an item site setting which adds granular control over how inventory is managed. With MLC enabled, you can create multiple locations within a single item site. This makes it possible for you to move inventory from location to location—all within the item site. MLC adds transactional overhead but can be useful if detailed tracking of inventory is required. MLC should not be confused with multi-site, which allows for inventory to be moved between multiple sites (e.g., warehouses, stores, etc.).

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Who should use expense categories?

Expense categories will be used largely by service-oriented businesses who do not handle much (if any) inventory. They are also useful for any business when non-inventory, expense transactions are required.

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Can I prevent automatic discounts?

Yes, if you don't want the system calculating price discounts for you, then turn off the allow price discounts option. When this option is turned off, the system will always use the list price for sold items.

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How do I enter my opening balances in the General Ledger?

We recommend entering G/L Chart of Account opening balances using one of two possible methods described in the document Entering Opening Balances.

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In project tasks, what is the difference between budgeted and actual?

Project tasks feature budgeted and actual fields for both time and expense entry. The budgeted value should be the amount (of time or money) the project manager forecasts for a project task. As actual work is done on a task, values are added to the actual fields. Having both allows you to compare how close you are to hitting or exceeding your budgeted time or expenses. Keeping on top of budgets vs. actuals is one of the key roles played by project managers.

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Is it possible to have more than one site?

Yes, most commercial editions of xTuple allow unlimited sites. The PostBooks® edition limits users to one site. You can read more about the different xTuple editions on our comparison page.

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What kind of documents can be attached?

You can attach any type of file you wish. When a file is attached from your computer or file system, that file gets saved into your xTuple database—where it will then be accessible to other users. It is also possible to attach a wide range of xTuple documents which already exist in the system (e.g., incidents, projects, etc.).

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Can I clock into a shift without clocking into a work order first?

Yes, you can clock into a shift without first clocking into a work order. That's how you document you've started your shift in cases where work orders aren't immediately available to clock into. When work orders become available, you can clock into them later in your shift.

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Can multiple sales reps be assigned to a customer?

By default, each customer is assigned a single sales rep. However, the system supports tiered commissions, split commissions, and more with the addition of the xTuple Enhanced Commissions package.

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How are employee groups used?

Employee groups are used to assign employees to various categories for reporting and other purposes. Since employee groups are user-defined, you can set them up any way you wish. For example, employee groups might be created for geographic regions (U.S., Europe, Asia, etc.) or commuting preferences (car, bike, public transportation, or telecommute).

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How can we post transactions between two different companies?

If you are making journal entries across different companies, you are now forced to keep each company in balance and make your entries happen with standard inter-company accounting procedures. For each company you would create matching Due To/From accounts on the balance sheet. There are lots of ways to set this up but here is a quick example:

Lets assume you are only using the company segment and the account number

Company 01 would need an asset account - 01-1501 Due To/From Company 02
Company 02 would need an asset account - 02-1501 Due To/From Company 01

Now instead of one journal entry you make two, one journal entry per company. Say, for example, we posted some G&A expense to company 01 and need to move it to company 02.

Credit 01-6500 $500
Debit 01-1501 $500

Credit 02-1501 $500
Debit 02-6500 $500

If our inter-company (Due to/from) account started at $0 we would now see a $500 balance in the account for company 01 and a ($500) balance for company 02.

The inter-company account(s) must remain in balance at all times, no exceptions. Any entry made to an inter-company account requires that a corresponding entry be made to the other inter-company account immediately. Any individual using inter-company account must know that they are not allowed to leave their desk if the inter-company accounts are out of balance, no exceptions. Inter-company accounts can really get out of control if people are not careful.

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Why can't I view financial information for any date range?

Under the guidelines established by generally accepted accounting principles (GAAP), financial data —and by extension, financial reports—are organized according to accounting periods. Accounting periods create a pre-defined and repeatable structure for financial reporting. The accounting cycle itself depends on accounting periods to facilitate the (typically) monthly and also annual auditing and closing of the books. Accounting periods are usually defined as monthly, quarterly, and yearly time frames. Financial reports follow the structure of the accounting periods—and so you have monthly, quarterly, and annual reports. Ad hoc reporting outside the boundaries of the defined accounting periods is not generally supported.

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Why do cash receipts have three different dates?

The different dates on a cash receipt are designed to give you maximum flexibility. Use the document date to record the date on the check (or other payment) you received. The distribution date determines the date the cash will be posted to the general ledger. And if you want the cash to be applied to open invoices on a date different from the distribution date, use the application date for that. In most cases, however, the distribution date and application date will be the same.

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How do freight classes impact freight pricing?

Freight classes are one part of the matrix making up freight pricing schedules. Other parts of the matrix include shipping zones, sites, ship vias, and weight. Freight classes are linked to items on the item master—where other important information (such as item weight) is also stored. It is this link to item records which gives freight classes their greatest impact on pricing schedules. You can learn more about freight classes and pricing by reading the freight pricing specification.

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Is xTuple available in different languages?

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 the best way to add a state?

Because states are linked to countries, the best approach is to select the country first. Once the country is selected, the list of that country's states (if available) will be presented to you. At that point, simply select the state you need and you're done. For example, if you enter the United States as the country, the list of states will be limited to the 50 U.S. states.

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