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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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In project tasks, what is the difference between budgeted and actual?

Project tasks feature budgeted and actual fields for both time and expense entry. The budgeted value should be the amount (of time or money) the project manager forecasts for a project task. As actual work is done on a task, values are added to the actual fields. Having both allows you to compare how close you are to hitting or exceeding your budgeted time or expenses. Keeping on top of budgets vs. actuals is one of the key roles played by project managers.

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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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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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Why is my credit card refund being refused?

If you are using the Authorize.net payment gateway, the reason could be that the charge was made on the same day as the refund attempt. According to the Authorize.net documentation, Authorize.net does not allow you to refund a transaction that was charged on the same day.  Around midnight, Authorize.net takes all of the transactions that occurred during that day and submits them to the bank for settlement.  After this process, the transaction is considered "settled".  You can only refund a transaction which has been previously settled.

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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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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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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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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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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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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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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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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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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 close the month?

The process of closing Accounting Periods and Fiscal Years requires an understanding of several xTuple ERP configuration options. This topic is covered fully in the Closing Procedures document.

In that document you will look at General Ledger (G/L) Account Number settings and how they relate to Accounting Periods that are open and/or frozen. Next, you will see two scenarios based on different configurations of these settings. Finally, you will see important issues to consider before closing Accounting Periods and Fiscal Years.

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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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What are extensions?

Extensions are features—usually groups of features—which extend the core xTuple functionality. Common examples of extensions include modules (e.g., CRM) and packages (e.g., Time & Expense). Extensions must be administratively linked to individual databases before database users can access them. Some extensions are commercial and must be purchased, whereas others are free and available on demand.

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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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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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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 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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What is an opportunity type?

Opportunity types are used to categorize kinds of opportunities. You can think of the opportunity type as being the highest level category an opportunity can belong to. Sample opportunity types might include "Custom Job," "Seasonal," or "International." You can filter opportunities by type using the advanced search feature.

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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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Where are the opportunity reports?

The easiest way to get a quick report on your opportunities is to use the filters available on the list of opportunities. You can filter on any opportunity criteria you wish. The list results then can be printed or exported to a spreadsheet.

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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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