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Why can't I ship my order?

If you are having trouble shipping an order, make sure the order has been issued to shipping. Orders must be issued to shipping before they can be shipped.

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Should I use location control for my items?

Location control should be used with caution and only if there are solid business reasons for doing so. Multiple location control (MLC) adds transactional overhead that is generally not required by every inventory business. With MLC turned on, every inventory transaction to/from an item site will require users to select from a detailed list of item site locations. This type of granular control is necessary for some businesses. However, many companies will find that storing inventory in an item site (without locations) is sufficient.

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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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Why can't I de-select a costing method?

If you have item sites using a costing method, you cannot de-select that costing method on the inventory configuration. Removing the costing method from item sites where it is used will release the costing method—and allow you to disable it.

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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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What's the difference between the bill-to and ship-to address?

The bill-to address is where you send customer invoices and other billing-related information. In most cases, the bill-to address will be the customer's address of record. The ship-to address is the physical address where customer shipments are sent. One customer can have multiple ship-to addresses. For example, let's say your customer is a retail chain—and the chain has dozens of outlets. If you ship to each outlet, then the address for each would be entered as a ship-to address. In this way, sales orders can be tailored to each shipment address.

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Does xTuple support drop shipping?

Yes, support for drop shipping is included in commercial editions of xTuple.

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How do I export data from xTuple?

The quick answer is you can right click and use the Export As option to export data from any list in xTuple ERP. The more advanced option is to use the xTuple API.

To learn more, please see the article about using the API to export from xTuple ERP.

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How is the xTupleCommerce product catalog structured in the xTuple ERP database?

The product catalog is a collection of categories which items may be grouped into. Think of it as being like the physical catalog department stores might use. The following terms are used:

  • Parent group: The parent group is typically a very generalized group of items. For example, if you had a shoe store, the parent groups might be men’s shoes, women’s shoes, kids’ shoes, etc.
  • Item groups: Item groups are more specific groups within the parent group. If the parent group is women’s shoes, the item groups may consist of sandals, sneakers, pumps, boots, etc.
  • Member items: Member items are the individual items within the item group. If we selected the sneakers item group, the member item would be the exact red sneaker that a customer may add to their cart for purchase. 
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Can I add multiple email recipients?

Yes, to add multiple email addresses to any field (e.g., Cc:, Bcc:), simply separate the addresses with commas, as in the following example: "jsmith@company.com,rjones@company.com".

Tip: Consider using a generalized distribution email address if you have multiple recipients who need to be copied.

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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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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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What size should my product related images be for them to fit correctly on my xTupleCommerce website?

To ensure that your product-related images appear properly on the xTupleCommerce website, we suggest using the following sizes:

  • Standard item group image - 180px wide x 90px tall
  • Product category images - 180px wide x 180px tall
  • Product images - at least 330px wide x 330px tall. xTupleCommerce will shrink images and crop to 330x330. Your image can be bigger so it’ll open in the lightbox full size.
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What tokens can I use to build my email profiles?

As a general rule, any property on the source document (e.g., incident, customer, order, etc.) is available to be used as a token. For example, to get the email address of a contact on an incident, you would use the following token: {contact.primaryEmail}

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How do I stop the PostgreSQL service on a Mac?

When using the PostBooks® Installer to install xTuple ERP on a Mac, you may run into an issue if you have a previous instance of PostgreSQL running. If you get an error message during the installation that says:

"There has been an error. There is not enough shared memory. PostgreSQL component requires a minimum shared memory segment of 32MB. Please increase "shmmax" kernel parameter (in /etc/sysctl.conf) or close any other PostgreSQL instances before restarting installation."

You can use the Terminal application on Mac OS X to run commands to stop the database service. You'll give yourself Superuser privileges, then switch yourself to the postgres user, then stop the service.

  1. Make sure you've closed all connections to the postgres database, such as PGAdmin or xTuple.
  2. Go to Terminal (It's in Applications/Utilities)
  3. Type: sudo su -
  4. Enter the password you use to login to your Mac
  5. Type: cd /Applications/xTuple/postgresql/bin/ (assuming you installed xTuple in the default directory. If not, you'll need to change the path to where you installed it).
  6. Type: sudo -u postgres ./pg_ctl -D /Applications/xTuple/postgresql/data stop
  7. You can start up the database in the same way, using the start command: sudo -u postgres ./pg_ctl -D /Applications/xTuple/postgresql/data start
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What is an apply-to document?

The apply-to document is an original invoice which a return is applied against. If your billing setup is configured to only allow returns for items appearing on the apply-to document, then you can only return items which were on the original invoice. To issue miscellaneous returns, don't specify an apply-to document—or configure the billing extension to allow non-restrictive line items.

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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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How do I handle customers who have multiple tax zones?

The way to handle customers with multiple different tax zones is to use ship-to addresses. Tax zones can be defined for each ship-to address. In this way, whenever you ship to a different customer address you can be sure the correct tax zone will be used.

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What are project tasks?

Project tasks are used for budgeting and tracking time and expenses associated with particular project activities. When combined, project tasks present the total time and expenses for a project. The Project Accounting package adds expanded accounting functionality for tracking time and expenses related to project tasks.

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My company has an xTuple support contract. How do I contact xTuple support?

If your company has a support contract with xTuple, you can reach the xTuple support team either by phone or by opening a support ticket using the online ticketing system. Each support contract with xTuple specifies two "named support contacts." The named support contacts are the people at your company who are eligible to contact the xTuple support team for help. If you are not a named support contact but still need help, you should address your questions to the named support contacts at your company. Your named support contacts will either know the answers to your questions—or they will be able to contact the xTuple support team to help get you the assistance you need.

Note: Ticket-only support is included for xTuple Cloud customers and also customers who have purchased Commercial PostBooks®. Ticket-only support allows for one named support contact per company and does not include phone support.

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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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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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Where are reason codes used?

The following document types can have reason codes associated with them: receivable credit memos, receivable debit memos, and return authorizations.

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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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