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How do I edit MetaSQL without rebuilding the entire database?

You can edit MetaSQL from inside the Desktop client, by navigating to System > Design > MetaSQL Statements.

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What is XSLT?

XSLT stands for Extensible Stylesheet Language Transformations, which is a part of the XSL family defined by the World Wide Web Consortium (W3C). To learn more, please see our article describing a simple XSLT example.

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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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Can privileges be assigned on top of roles?

Yes, you may assign extra individual privileges to users who also have a user account role assigned to them. For example, let's say one of your users is assigned to a customer service role—but because she is a supervisor, she needs a few additional permissions. In this case you could either A) create a new supervisory role or B) add the individual privileges the user needs beyond the standard role.

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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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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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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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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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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 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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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 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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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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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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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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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 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 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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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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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 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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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 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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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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