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Are departments required?

No, departments are not required. You don't need to define departments—and associating them with employees is optional.

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Are incident severities configurable?

Yes, you can define your severities in any way you wish to meet the needs of your organization. And there is no limit to the number of severities you can create.

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Why do items require units?

Items require units for two primary reasons. First, units are needed to fully describe item quantities. For example, it is not enough to say, "We have 25 sodas in stock." You would expect instead to hear, "We have 25 cases of soda in stock." Second, units make it possible for the system to convert items from one unit to another. If you stock items in one unit and sell them in a different unit, then the conversion is only possible if units are assigned in the first place.

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Why do item sites require a planner code?

Planner codes are required on item sites for reporting purposes—and also to support the advanced planning and forecasting capabilities found in commercial editions of xTuple. For example, with planner codes you can create different reports and schedules for raw materials and finished goods.

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Are employee and user the same thing?

Employee and user are not necessarily the same thing. An employee is a person who works for your company. A user is a person who has an account allowing them to access your xTuple database. There are scenarios where database users would not also be employees. For example, you may give user access to people who are not your employees (e.g., IT consultants). Conversely, there are also scenarios where employees wouldn't need user accounts. For example, you may have employees whose job doesn't require them to use a computer—and so there would be no need for them to have a user account.

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Are tax assignments required?

Yes, tax assignments are required if you want xTuple to automatically calculate taxes for you. If you do not bill customers for taxes, then tax assignments are not required.

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When are expense categories used?

Expense categories are used to automate the accounting for non-inventory transactions. The following transaction types use expense categories: non-inventory purchase order line items; miscellaneous vouchers; miscellaneous payables checks; and expense transactions.

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Where can I find the PostgreSQL documentation?

 For more information, please see the PostgreSQL Documentation.

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Are employee groups required?

No, employee groups are not required. Only use them if you find they will help you organize your employees into different categories.

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Are sales categories required?

Yes, if you sell miscellaneous (i.e., non-inventory) products and services, then you will need to use sales categories. Miscellaneous items inherit their accounting assignments from sales categories.

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Are transit sites required?

Yes, transit sites are required for all transfer orders. Transit sites keep track of your inventory while it is in transit (i.e., in a truck, on a container ship, etc.). Transfer order items are shipped from the shipping site to the transit site and then are received at the receiving site from the transit site. You can configure transfer orders to be automatically received—or you can require a manual receipt transaction.

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Can one item have multiple item sites?

Yes, items can be located in multiple sites. For example, in a manufacturing environment, you might require an item to be located in a factory, a quality shop, and a storage warehouse. Distribution companies locate items in multiple warehouses, allowing them to transfer inventory between sites as the need arises. Keep in mind, though, you must be running a commercial edition of xTuple to have access to multiple sites. You can read more about the different xTuple editions on our comparison page.

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Is it possible to change the name of a default country?

Yes, if you want a different country name for your default country, you can switch off the limit to list setting. Be sure to turn this setting off with caution, since manually entered countries will not be kept up-to-date in the same way that standard countries are. In addition, pre-defined states and provinces will not be available to countries with a custom naming convention.

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Why am I no longer able to print from xTuple?

If you have recently upgraded your xTuple version and you find you can no longer print reports from xTuple (but you could before you upgraded), you may need to reinstall your print drivers. Another thing to check is your user profile. Try creating a new user profile and test whether you can print from that new user profile.

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Are shifts required?

No, shifts are not required. If your company doesn't use shifts, then you do not need to add them—or assign them to employees.

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Can an item have more than one item source?

Yes, since you might purchase an item from multiple different vendors, it's possible to have multiple item sources for a single item. Use the vendor ranking option to sort your item sources from best to worst. The vendor ranking comes into play when you release planned purchase orders. At the time of release you will be asked to select an item source. The item sources having the highest vendor ranking will appear at the top of the list.

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Can I create simple invoices?

Yes, if you don't want or need to use sales orders or shipping, you can create simple invoices and get them out to your customers quickly. Just enter an invoice and fill out your line items. You can even update your inventory when the invoice is posted, if you need to.

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Does it matter which account type I choose?

The account type is informational only and does not impact banking transactions. However, you can use the account type to help you distinguish between the different kinds of bank accounts you may have. For example, one account might be your checking account. Another might be set up as your credit card account, to be used whenever you process credit card transactions.

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Where can I find reporting by department?

The employee search screen allows you to filter employees by department. You can also write custom reports to include department and other employee information.

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Why can't I receive my purchase order?

If you are trying to receive a purchase order but it doesn't appear in the list of orders to be received, there's a good chance the purchase order has not been released yet. Purchase orders must be open/released before they can be received. To release a purchase order, change its status from unreleased to open.

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Can employees belong to more than one employee group?

Yes, there is no limit to the number of employee groups an employee can belong to.

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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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Are the advanced characteristic options required?

The advanced characteristics options—available only to text type characteristics—are not required. You may use text type characteristics without using the advanced options. The two advanced options are input mask and validator. An input mask creates a template to guide users as they enter values for a characteristic. It is a form of light data validation. For example, if you specify the input mask 00/00/0000, then users will be presented with the following template when they are entering values for the characteristic : "__/__/____". In this case, users will simply have to fill in the blanks between the separators. A validator is used to strictly enforce the format of data users can enter in a field. If you specify a validator for a characteristic, then users will have to conform to the format when entering values for the characteristic. Values which do not conform will not be accepted.

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In the tax system, how is the calculation basis used?

The calculation basis is used to determine how taxes should be applied. Choose the base price option to have taxes calculated off the base price of sold items. For those requiring more complex tax scenarios (i.e., nested taxes or "tax on tax"), the calculation basis can be linked to any other tax code which uses the same tax class. When another tax code is chosen as the calculation basis, taxes will be calculated against the derived amount from the referenced tax code.

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Can extra materials be added to a work order?

Yes, once a work order has been exploded you can add extra materials to it. The explosion process creates the standard set of material requirements, which are based on the current bill of materials for the item. Once those standard material requirements are in place, you can add to (or subtract from) them.

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