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How do I issue a tax credit to my customer?

You can use either a Misc. A/R Credit Memo or a Sales Order Credit Memo to issue tax credits to your customers. The following example describes how to do this using the Misc. Credit Memo (although, the steps are very similar for Sales Order Credit Memos):

Example:

  1. You need to credit Customer ABC for $25 tax
  2. Open Misc. Credit Memo screen
  3. Enter $25 in "Amount" field
  4. Open "Tax" link
  5. Create a new Tax Adjustment for $25
  6. Post Credit Memo
  7. View credit in Tax History report
  8. Later: Apply Credit Memo to Customer open item
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What is the difference between users and user accounts?

In the xTuple environment there are users and user accounts. Users refers to the log in required to access the xTuple postgres database cluster. Once inside the database cluster, you may access the database(s) established for your organization. There may be multiple databases in a cluster.

User accounts are defined on a per database basis. For example, let's say you want to give someone access to your production database but not the pilot database—because special testing is being performed there. In this case, you would create a user account for them in the production database but not in the pilot.

Users can access only databases where they also have a user account.

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How can I learn more about project accounting?

The topic of project accounting 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 would you add multiple tax codes to a tax assignment?

You would add multiple tax codes to accommodate complex tax scenarios. Example scenarios might include tiered, nested, or cumulative taxes. The behavior of each tax code can be controlled using tax classes, whose group sequence value helps sort the order in which tax codes are applied.

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How are departments used?

Employees can be linked to the departments they work for. There's no limit to the number of departments you can define. However, each employee can only be linked to one department at at time.

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How are prospects converted to customers?

To convert prospects to customers, first navigate to the CRM account associated with the prospect. Then locate the CRM account's role panel. From the role panel, select the customer option. This will convert the prospect record to a customer record.

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How are reference items related to expense categories?

Reference items are non-inventory items (such as services you sell) which you want to be able to include on invoices for your customers. They can also be billed as line items on projects, if you specify a default expense category in the product definition for the reference item.

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How does the allocated credit feature work?

The allocated credit feature enables you to apply open credits (i.e., credit memos, customer deposits) to customer invoices, thereby reducing the invoice total by the amount of the applied credits. In this way you can quickly and easily eliminate open customer credits—cleaning up your receivables in the process.

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How do I enter a symbol for my currency?

You can enter international currency symbols using standard keyboard shortcuts on your computer. For example, using a Windows keyboard, the Euro currency symbol (€) can be created with ALT + 0128. You can also simply copy a currency symbol from another website and paste it directly into xTuple.

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My balance sheet and income statement don't show the same profit amount. Any idea why?

One possible explanation for this is that the Basic Balance Sheet which ships with xTuple ERP is YTD. Therefore, the only way to balance it against the Basic Income Statement is to view the Income Statement as YTD, as well.

It's also possible you've customized your financial reports, and the profit calculations in each report definition don't match.

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What are tax authorities?

Tax authorities are any entities legally-authorized to collect taxes—for example, city, county, state, or federal government agencies.

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What is a site?

Sites are locations where inventory is physically produced or stored. Item sites, site locations, and work centers all belong to sites. Examples of sites would include (but not be limited to) production facilities, shipping warehouses, storage warehouses, and quality control centers.

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Can I protect sensitive employee information?

Yes, you can control access to sensitive employee information using privileges. The privileges controlling access to employee information can be found in the System module set of privileges. Users who have not been granted privileges to view or maintain employee information will be blocked from seeing that information. At the same time, you can selectively grant privileges to users whose job role requires them to maintain employee information.

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Can privileges be assigned on top of roles?

Yes, you may assign extra individual privileges to users who also have a user account role assigned to them. For example, let's say one of your users is assigned to a customer service role—but because she is a supervisor, she needs a few additional permissions. In this case you could either A) create a new supervisory role or B) add the individual privileges the user needs beyond the standard role.

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How do I close the month?

The process of closing Accounting Periods and Fiscal Years requires an understanding of several xTuple ERP configuration options. This topic is covered fully in the Closing Procedures document.

In that document you will look at General Ledger (G/L) Account Number settings and how they relate to Accounting Periods that are open and/or frozen. Next, you will see two scenarios based on different configurations of these settings. Finally, you will see important issues to consider before closing Accounting Periods and Fiscal Years.

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How do I convert quotes to sales orders?

To convert a quote to a sales order, navigate to the list of quotes. From the list, select the quote you want to convert and then choose the convert option from the menu. All the quote information will automatically transfer to the sales order. To locate the sales order you created from the quote, navigate to the list of sales orders.

Hint: If you've written a quote for a prospect rather than a customer, you must first convert the prospect to a customer before you can convert the quote to a sales order.

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Why can't I choose my bank account when writing checks?

If you don't see the bank account you want when writing a check, make sure the bank account is set up to be used by payments. A bank account must be enabled to be used by payments—otherwise, the bank account won't be available when you write checks.

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How do I set up taxes on an xTupleCommerce site?

Purchases made on the xTupleCommerce site may include tax if the shipping address is within the same state as your company. Each state handles their taxes differently, so if you have questions specific to your products or state, we suggest contacting your financial advisor.

To create a CSV file for your taxes, follow these steps:

  1. Create a new spreadsheet.
  2. Add the required headers: State, ZipCode, ERPTaxZone, TaxFreight, TaxRegionName, TaxRegionCode, CombinedRate, StateRate, CountyRate, CityRate, SpecialRate.
  3. Fill out the columns and rows of information required by your state. Note: The rates need to be in decimal format (0.0625), not percentages (6.25%).
  4. Select SAVE AS, giving the file a name and changing the format to .csv in the process.
  5. Save the file.

To upload your taxes CSV file to your xTupleCommerce site, follow these steps:

  1. Login to the site as a Manager.
  2. Navigate to Admin > Control Panel > Setup taxes.
  3. Click CHOOSE FILE.
  4. Select the CSV file that you’ve created.
  5. Click UPLOAD.

 

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What are user account roles?

User account roles make it possible for groups of users to share the same access privileges. This feature simplifies things for system administrators when it comes to adding new users. Instead of assigning individual permissions to each user, the admin can instead assign user account roles. Each user inherits the privileges associated with the role assigned to them. For example, let's say you create a user account role for customer service reps. In setting up the role, you would carefully decide which privileges customer service reps should have—and you would assign those privileges to the role. When adding a new customer service user to the database, you would simply assign the customer service role to the user and their privileges would be all set.

Hint: Don't add a separate user account role for every user account. Roles are designed to be shared among users who share the same privileges, thereby making it easier for you to add users.

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Why is my credit card refund being refused?

If you are using the Authorize.net payment gateway, the reason could be that the charge was made on the same day as the refund attempt. According to the Authorize.net documentation, Authorize.net does not allow you to refund a transaction that was charged on the same day.  Around midnight, Authorize.net takes all of the transactions that occurred during that day and submits them to the bank for settlement.  After this process, the transaction is considered "settled".  You can only refund a transaction which has been previously settled.

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How can I change my user settings?

Unless you have privileges to maintain user accounts, you'll need to contact your system administrator to change your settings. For example, your system administrator can give you access to new modules, grant extra privileges, and so on. You don't need a system administrator to change your password, though.

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Why are some extensions missing?

If your list of extensions to be configured is missing extensions, it's likely those extensions have yet to be associated with your database. Please contact your system administrator for assistance.

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My trial balance isn't forwarding. What do I do?

Forward-updating carries the ending balance for an Accounting Period forward to the beginning balance of the next Accounting Period, continuing the process until the current Accounting Period is reached. Keep in mind that balances cannot be forward-updated into Periods that are in the future relative to the current Period.

The forwarding of trial balances is discussed in the Closing Procedures document.

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What does "used by billing" mean?

If a bank account is used by billing, that means you can enter cash receipts against the bank account. If you are receiving cash but don't see the bank account you want, make sure the bank account is set up to be used by billing.

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Which numbering policy should I choose?

The numbering policy allows you to define how numbers for the object in question will be handled when they are first created. Pick the option that best fits your business needs. The following options are available:

ManualNumbers must always be entered manually.

AutomaticNumbers will be generated automatically and will be read-only. New numbers will increment by 1, following the pattern you establish in the next number field.

Override AllowedNumbers will be generated automatically but they may be edited.

Next #: Enter the next number in the sequence. If necessary, you can change this number at a later date.

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