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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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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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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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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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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 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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What does require standard cost mean?

If you configure purchasing to require standard costs, every item you receive into inventory through purchasing will be required to have a standard cost. This feature will be desirable in companies where standard costing is the norm. However, companies using the average (or other) costing method should not set this flag, since it will prevent you from receiving average-cost items into inventory.

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What IP address should I put in my pg_hba.conf file?

That's called CIDR notation. Here's a handly calculator for figuring out an appropriate value: http://www.subnet-calculator.com/cidr.php.

You need to know a little about the network you're setting the server up on and a bit about subnetting. A client may need to allow various networks to connect - they may have several subnets, etc - each network from where you want to allow connections from needs to have an entry in the pg_hba.conf, or at least a rule that fits. 0.0.0.0 is a catch-all - any address will match with that rule.

But, suppose you have a remote office, with a fixed IP on their router - all traffic from inside the office goes out with the same WAN IP of that router, say the WAN IP is 129.42.60.216 - that's a single address from a single device. So, on your postgres server where they are connecting to you would create a pg_hba.conf entry similar to:

host all all 129.42.60.216/32 md5 /32
is the same as
255.255.255.255 ( 1 address) /24
is the same as
255.255.255.0 (254 addresses)

Also, keep in mind that the pg_hba.conf file is read top to bottom. As soon as Postgres finds a rule that allows access, it stops reading rules - so make sure your access rules make sense. You can do all sorts of interesting things with the pg_hba.conf. Read the comments at the top of that file.

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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 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 files stored in the database?

When adding a file, you have the option to specify that you want the file to be saved in the database. Saving a file in the database makes the file easily accessible to other users of the database. If you prefer not to save files in the database, your other options are to store them locally on your machine or on a network drive.

Hint: Keep in mind that storing large files in your database will increase the size of your database and will require you to monitor your hard drive consumption.

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Are opportunity sources required?

Yes, an opportunity source is required when creating an opportunity. That means you must have opportunity sources defined before you can successfully save an opportunity.

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Are opportunity stages required?

Yes, an opportunity stage is required when creating an opportunity. That means you must have opportunity stages defined before you can successfully save an opportunity.

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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 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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Are there examples of customer groups?

One option would be to define customer groups by geographic region. For example, you might organize customers by country (e.g., U.S., Mexico, Canada) or by state (e.g., VA, NY, CA). Another possibility would be to create groups that organize customers by sales volume (e.g., small, medium, large). Customer groups are user-definable. You can set them up however you wish.

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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 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 class codes be used in reporting?

Yes, xTuple ERP gives you the ability to use class codes as a filter in a variety of different views and lists. You can also always create custom reports to capture the data you need by class 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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Can I transfer inventory between sites?

Yes, you can transfer inventory between sites using either transfer orders or an inter-site transfer transaction. For bulk operations, the transfer order is by far the best method for transferring inventory from one site to another. Both transfer orders and multiple sites are features of xTuple commercial editions. You can read more about the different xTuple editions on our comparison page.

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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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Are item groups required?

No, unlike class codes or product categories, item groups are not required. Only use them if you need an alternate way to categorize your items not already offered by the other grouping methods.

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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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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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