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How do I fix 'ERROR: function “xt.js_init” does not exist' when upgrading to xTuple ERP v4.x?

This is a problem with certain combinations of xTuple ERP upgrade packages and plv8. The solution is to run the following SQL script before upgrading:

-- xtuple/lib/orm/source/create_xt_schema.sql
do $$
declare
count integer;
query text;
begin
/* Only create the schema if it hasn't been created already */
perform *
from information_schema.schemata
where schema_name = 'xt';

get diagnostics count = row_count;

if (count > 0) then
return;
end
if;

query =
'create schema xt;';
execute query;

query =
'grant all on schema xt to group xtrole;';
execute query;
end; $$ language
'plpgsql';

-- xtuple/lib/orm/source/create_plv8.sql
-- dummy function avoids forward reference bug with some plv8 versions
CREATE OR REPLACE FUNCTION xt.js_init(debug BOOLEAN DEFAULT
false, initialize BOOLEAN DEFAULT false) RETURNS VOID AS $$ BEGIN RETURN; END; $$ LANGUAGE plpgsql;

CREATE EXTENSION IF NOT EXISTS plv8;
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What kind of documents can be attached?

You can attach any type of file you wish. When a file is attached from your computer or file system, that file gets saved into your xTuple database—where it will then be accessible to other users. It is also possible to attach a wide range of xTuple documents which already exist in the system (e.g., incidents, projects, etc.).

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Why do cash receipts have three different dates?

The different dates on a cash receipt are designed to give you maximum flexibility. Use the document date to record the date on the check (or other payment) you received. The distribution date determines the date the cash will be posted to the general ledger. And if you want the cash to be applied to open invoices on a date different from the distribution date, use the application date for that. In most cases, however, the distribution date and application date will be the same.

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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 add an image to an item for the xTupleCommerce website?

Images for your xTupleCommerce site are not stored in the xTuple ERP database. Instead, they need to be stored on a separate web server, with a unique URL for each image. However, the ERP should contain cross references to these images, via their URL.

To enter image URLs in the ERP, go to the item master for the item in question and follow these steps:

  1. Select the documents tab
  2. Choose the ATTACH button
  3. Next to the "related to" option, choose the "website" option from the list
  4. Enter the URL for the item image
  5. Specify a name to identify it

If you are testing and training from your xTupleCommerce site, you can use an image service, such as Cloudinary, to temporarily store your initial test images and create URLs. However, once your website is live, you can use the xTupleCommerce website to host your images. More information about this process can be found here

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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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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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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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What are customer types?

Customer types are the primary category used to classify customers. Many sales reports—and also pricing schedules—are tied to customer types. Because of this importance, every customer is required to have a customer type. Example customer types might include, domestic and international or retailwholesale, and manufacturer.

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Do I need an opportunity type?

Yes, the opportunity type is required when creating an opportunity. That means you must have opportunity types defined before you can successfully save an opportunity.

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What happens if I receive more cash than I can apply?

If you receive more cash than you have open invoices to apply against, the remaining balance will become a credit on the customer's account (either a credit memo or a customer deposit). That credit can be applied later, once the customer has open invoices to apply against.

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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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What is CRM?

In xTuple, CRM stands for Corporate/Customer Relationship Management. xTuple CRM includes features such as a universal address book, incident management, opportunity management, to-do lists, project management, and more. What makes xTuple CRM especially unique is that it is fully-integrated with xTuple ERP. This means you can organize and manage your CRM data all within the context of a complete business management solution.

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How do tax authorities relate to CRM?

Every tax authority is linked to its own CRM account. A tax authority is a kind of CRM account. Because of this relationship, tax authority records can be managed using all the associated CRM account features, including document management, email integration, shared addresses, and more.

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What is credit card test mode used for?

The test mode is used for setting up and configuring credit card processing at your site. When in test mode, you can verify your configuration is correct and that all your credit card transactions are flowing smoothly.

Warning: Make sure you de-select this option when you are ready to move into production mode. Most credit card transactions will appear to succeed whether running in test mode or live mode—but there will be no actual charges made if in test mode.

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What are ship zones used for?

Ship zones are needed to enable region-specific pricing—and also to allow for sales revenue tracking by ship zone. Regional or ship zone pricing can be set up using pricing schedules. Sales revenue tracking by ship zone is configured using sales account assignments.

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How do I update the subtitle of my item for xTupleCommerce?

Go to the item master in the xTuple ERP database. The second line of the description field contains the default text for the subtitle. However, you can override this subtitle by entering an alternate subtitle on the marketing tab.

If the subtitle (under the description) has content that your internal team needs to see but you don't want your customers to see, use the subtitle field on the marketing tab for the content you want your customers to see.  The content on the marketing tab overrides the subtitle at the top of the window for the website. Your team will continue to see the subtitle that is under the description. 

After you save any item master change, be sure to refresh the web page. If the change does not appear automatically, you may need to flush the cache. 

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What is an opportunity source?

An opportunity source describes the lead source for an opportunity. For example, if the lead originated from an existing customer, the source might be "Customer Referral." Similarly, if the lead heard about you on the radio, the source might be "Radio Commercial." And so on. Using the advanced search feature, you can filter on opportunities by source.

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How are opportunity stages used?

The opportunity stage describes the current state of an opportunity--and can be used to track opportunity life cycles. For example, if you are looking at a brand new opportunity, you might mark the opportunity as being in the "Qualifying" stage. Once you are actively working the opportunity its stage might change to something like "Engaged" or "Active." Finally, you can tell an opportunity is completed if the stage is "Closed." Opportunity stages are user-definable, so you can create any phrases you want to suit your business needs.

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How do I add new users to my xTupleCommerce website?

While there are various types of xTupleCommerce users, the process for creating a new user starts the same way. Begin by logging in to the xTupleCommerce site, then from the Admin bar go to People > Add User. Fill out the required fields, identify the user's role, and then choose whether to notify the user or not. To save, click CREATE NEW ACCOUNT at the bottom.

Tip: If the user already has a contact record in the xTuple ERP database, you can start typing their name in the Existing Contact field. Otherwise, fill out the required fields for their contact info. This information will flow into the ERP database.

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Do I need to enter a base currency?

If you are using only xTuple CRM, then currency is optional. However, once you begin to use xTuple accounting, you must have a base currency defined. The base currency is your currency of record. It is used by the general ledger to record accounting transactions.

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How do I change the URL for an image in my carousel?

All of the content relating to the carousel is managed on the xTupleCommerce website. In order to change the URL when a user clicks on a particular carousel image, follow these instructions: 

  1. After logging in to the xTupleCommerce website, go to the Admin > Structure > Nodequeue.  
  2. Find the carousel you would like to update and click VIEW.
  3. From there, you select the EDIT view.   
  4. Once you're on the carousel’s edit page, scroll down closer to the bottom and update the URL. You can make the carousel point to one singular product or a category of products. All you need is the URL.
  5. When you've completed the update, SAVE the change. 

Note: You can also update the carousel title and image on this page. 

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What are item sources?

Item sources identify the relationship between items and the vendors who supply them. Having item sources pre-defined helps accelerate purchase order entry. Purchase order accuracy also improves when item sources are used.

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Do customers get an email once their order is confirmed on the xTupleCommerce website?

Yes, when a customer completes a purchase, a confirmation email is sent to them.

Also, there are steps you can take in the ERP to trigger an email once the status of the order has changed. These are related to the EDI profiles in the ERP. This is something your xTuple support representative can walk you through if you are interested. Some customers like to inform their customers that an order has been shipped, etc.

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How are incident severities used?

The incident system uses severity as one measure for categorizing incidents. Sample severities might include "Trivial," "Normal" and "Critical." When entering an incident, you can assign a severity to it. This severity can then be used to sort incidents by similar severity. For example, you might want to look at all your "Critical" incidents to see which ones should be addressed first. You can filter incidents by severity using the advanced search feature.

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