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How do I change my xTupleCommerce password?

If you’ve forgotten your password, you can click the tab to request a new password on the login page.

If you know your password but want to change it, you can login to the xTupleCommerce website, go to people on the admin bar, find your username, and select EDIT on the far right. From there, you can change and save your password.

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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 I issue stock with a barcode scanner?

Yes, xTuple supports issuing stock to shipping with barcode scanners. Barcode scanners provide a great way for companies to expedite the shipping process.

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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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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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On an item, what is the difference between inventory units and price units?

Inventory units of measure (i.e., UOM's) are the measure by which items are maintained in inventory. Price units, on the other hand, are the measure for items when they are sold. A single item may have different inventory and price units. Having two different units would apply if you sell items in different units than you stock them in. For example, if you are a beer distributor, you might stock beer in pallets but sell beer in cases. In this example, your inventory unit would be PALLET and your price unit would be CASE.

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What does this error mean: "connection to specified xtuple erp server cannot be made"?

We have spoken with various users who encountered this error and discovered something in common with both. Both had prior installs of other Open Source solutions on their computer, prior to installing PostBooks®. In both cases the the other product also installed an instance of PostgreSQL. It appears the two installations of Postgres are conflicting, and preventing the PostBooks® installer from finishing the install. If you are done for the moment evaluating the other Postgres-powered application, try uninstalling it, and then running the PostBooks® installer again

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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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If I ship the wrong quantity, can I correct it?

Yes, if you ship an incorrect quantity, you can recall the shipment. When an order is recalled to shipping, you can correct the shipping quantity—either by returning stock to inventory or issuing additional stock. The order can then be shipped again using the corrected quantity.

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Can I sort columns in the inventory history report?

Yes, you can sort the columns in the inventory history report using the sort button found in the main menu. When using the sort tool, you have the ability to sort by multiple values at once. In addition to choosing which values you want to sort on, you can also specify ascending or descending order.

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What is the earliest available date?

The earliest date is derived from the item source lead time. The earliest available date is determined by adding the item source lead time to the current date. If you don't configure purchasing to use the earliest date, the due date field will be left blank when entering purchase order line items—requiring users to enter the date manually.

Note: The earliest date configuration applies only to manually-entered purchase orders. This option does not impact the scheduling of purchase orders generated by the MRP planning system.

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How are the change log options used?

The change log options, if enabled, provide a mechanism for recording changes made to item site and/or site records. For example, if a user modifies the parameters on an item site, the change log for that item site would include a record of who made the change and when it was made. If these options are not enabled, changes made to item site and site records will not be tracked in the change logs.

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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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How do I update an item image for xTupleCommerce?

To update an item image, go to the item master in the xTuple ERP database. Once there, navigate to the documents tab and DETACH the old image you no longer wish to use. Then, this is very important, SAVE. This will close the item window. Next, reopen the item window and ATTACH the new image. That should do it.  

Note: If you do not save the item after detaching, the xTupleCommerce site will not recognize that there was a change and, therefore, the image will not show up properly.

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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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Are incident categories required?

Yes, every incident must be assigned to a category. Because incident categories are the highest-level grouping mechanism available to incidents, they are required.

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Where can I find the PostgreSQL documentation?

For more information, please see PostgreSQL Documentation.

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Do you have any product category examples?

Let's say you sell home products. Your product categories might include furniture, bedding, bathroom products and appliances. By contrast, if you sell only one type of product, like toys, you could categorize by the material the toys are made of (i.e., wood, metal, plastic, etc.). Services you sell also need product categories. Sample service categories might include consulting, repairs, and cleaning.

Hint: Consider using the characteristics feature available on items to allow more detailed, custom reporting on the products you sell.

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How are returns and return authorizations different?

The primary difference between returns and return authorization is their relative complexity. Returns are quick to process and complete. They are designed for simple scenarios. Return authorizations, on the other hand, are far more complex. They support complicated business processes in a way that simple returns do not.

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How are units used?

Units exist so the system can automatically convert items or other objects to the correct measurement when necessary. Items provide a good example for why conversions—and also units—are needed. Let's say you stock an item in units of ea (i.e., each). This is your inventory unit of measure. However, you might sell the item in a different unit. Let's say you sell it by the cs (i.e., case). Because the system sees different units for the item, it will automatically convert the ea to cs when the item is sold.

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Do returns update inventory?

Yes, returns will automatically return stock to inventory, assuming the return line item has the update inventory flag selected. If that flag is not selected, your inventory will not be updated.

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How do I retrieve API keys from within Authorize.net?

    Neither the xTupleCommerce system nor the ERP stores plain text credit card information in the database. Both systems integrate with Authorize.net via the Authorize.net API. To retrieve API keys from Authorize.net, follow these steps:

    1. Go to Authorize.net 
    2. Log into your account as an admin
    3. Click ACCOUNT in the main menu
    4. In the Security Settings area click on API LOGIN ID and TRANSACTION KEY
    5. Enter the answer to your account’s Secret Question
    6. Click SUBMIT
    7. Capture the keys
    8. Deliver the keys to xTuple - follow the instructions for Sharing API Keys from the bottom of this article

    Note: Every time you create an API key the old key expires within 24 hours. Your keys may be used in various locations (website, ERP, etc). Please save the keys in a secure location (LastPass.com, 1Password, etc) so you don’t have to recreate keys in the future.

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    What is the xTuple REST API?

    To answer that question, first we have to answer a few other questions.

    What is an Interface?

    An Interface is where two things interact. An object's interface is what it presents to the outside world or other objects as the way to interact with it. We incounter interfaces everywhere in the world. A door handle is an interface. You car's stearing wheel is an interface. Writing on a piece of paper with a pen is using an interface. A keyboard, mouse and screen are interfaces to computers.

    What is an API?

    An API by definition is an Application Programming Interface. Most of the computer applicaitons you work with every day present a User Interface where you can click, type and/or touch things to interact with the application. That interface is for users, people, to interact with the applicaiton. People are not the only things that need to use applications. Other applications may need to use a feature of a different application. Other computers or systems may need to use that feature. An example of this is sending an email. The email client on your phone or computer doesn't actually send emails to other people, it uses an email servers API to send emails.

    To make sending emails easy, email servers have defined a standard and implemented and API that conforms to that standard. That allows all kinds of other applications to be able to consistently send email no matter what or where the server is. The email server has an API that any client applications can use. Client applications can be programmed to use that API so they can send emails using that email server.

    What is REST?

    REST stands for REpresentational State Transfer, which doesn't really tell the average user anything about what REST is. To understand REST, the best analogy is your computer's browser. When you visit a website, you are acessing a web server's API. That API implements a standard called HTTP. REST leverages the HTTP standard to present an API for some application.

    So what is the xTuple REST API?

    xTuple has build a web server that presents a REST API that client applications can use to interact with the xTuple ERP system. This allows client applications to get data like Products, Customers, Contacts, Addresses, etc. Those client applications can be built to do all kinds of different things with this data. One example of that is the xTupleCommece system. It is a client of the xTuple REST API. xTupleCommerce uses the xTuple REST API to present an eCommerce website to consumers. See the xTuple REST API wiki to learn more about how to use it.

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    Can I select multiple costing methods?

    Yes, you can enable all of the available costing methods—if that's what your business requires. However, in many cases, one of the costing methods (average or standard) is generally sufficient. When you enable a costing method, that means item sites will be able to use that costing method. Inventory costing is specified at the item site level.

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    Can an item belong to multiple groups in the product catalog?

    Yes, items may belong to multiple groups within the product catalog. There are two ways you can add an item to groups.

    If you’re working at the item group level, go to Products > Item > Groups, select the item group and EDIT. From there, you can add items. Even if the item is in another group, it can still be added to other groups.

    If you’re working at the item level, go to the item’s attributes tab and attach groups from there.

    Note-The item group will need to be created before you can add an item to the item group.

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