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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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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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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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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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I use partial quantities on my bills of materials (BOMs), so why are my costs so inflated?

If this is happening to you, check your Item masters for the Items in question. Make sure the "Fractional" option is selected for any Items which you plan to use in partial quantities. If that flag is not selected, then the costs for the Item will be rounded up to the next whole number. This upward rounding would explain your inflated costs.

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Our xTupleCommerce website is down. What do we do?

If you are hosting your website on your own web server, we suggest you try rebooting your server. If your website is being hosted on the xTuple cloud, please report an incident and we will reboot it for you.

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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 install pgcrypto?

If you are going to use credit card processing or if you're getting this message ERROR:  function decrypt(bytea, bytea, unknown) does not exist then you need to install pgcrypto. Pgcrypto is a library used for encrypting sensitive data. The pgcrypto software is a popular add-on package included with the PostgreSQL source code distribution. The pgcrypto module is used by our credit card encryption functionality.  Even if you are not processing credit cards, we still recommend that pgcrypto be installed. 

First, we need to locate the pgcrypto.sql file.  One typical path to this is:

/usr/local/pgsql/share/contrib/pgcrypto.sql

If it isn't there you can always search for the file.  You may need to perform the search as root (be patient, this takes a while):

find / | grep pgcrypto.sql

Or if you're on Windows just use the Windows file search.

Once you've located the file the next step is to install it.  The command to install pgcrypto onto your database is:

psql -U mfgadmin NameOfDB < /wherever/the/file/is/pgcrypto.sql 

Or if you prefer using pgAdmin, connect to the database you want to install pgcrypto and open/execute pgcrypto.sql through the SQL Editor.  It is also a good idea to install pgcrypto.sql on the template1 database.

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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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    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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    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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    How do I handle deferred revenue?

    To handle deferred revenue, enter a cash receipt and specify you want the balance applied as a customer deposit. Doing this will ensure the cash balance is posted to the deferred revenue account, as defined in the receivables account assignments setup.

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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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    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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    How do I figure out what version of PostgreSQL I'm running?

    If you don't remember which version of PostgreSQL you're running, you can always find out with the following SQL statement:

    select version();
    

    This is easy to do if you're familiar with pgAdmin. Simply connect to your server with pgAdmin. Select one of your databases. Open the SQL editor tool. Paste in the above command. Then execute the query. Your PostgreSQL version will be displayed in the results window.

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    What is a characteristic role?

    Characteristic roles define where characteristics can be used. For example, if you want a characteristic to be associated with contact records, you would select the contact role. Item characteristics would require the item role. And so on. Individual characteristics may be associated with multiple roles. The same characteristic might apply to contacts and addresses and opportunities. If you are having trouble finding a characteristic to associate, it's likely the characteristic role isn't defined properly.

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    What is landed cost?

    Landed cost is the total price of a product once it has arrived at a buyer's door, including the purchase price plus all freight, tariff and any other handling charges. Often times, landed costs need to be added retroactively to a product after it has been received.

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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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    I updated information in the ERP, but it’s not showing up on my xTupleCommerce website. What could be happening?

    Some information may not show up on the xTupleCommerce website immediately. Instead, it stays in the cache. Think of the cache as a net that holds on to some of the changes.

    To manually flush the cache (release the net of changes), log in to your xTupleCommerce website. Then navigate to Admin > Icon > Flush all Cache and select to flush all the cache.

    Note-If after flushing the cache the formatting of the site looks like it has changed, refresh the page and it should go back to normal. 

     

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    What is included in inventory history?

    Inventory history records are generated any time quantity in an item site is changed, either up or down. For example, when quantity is received into inventory, an inventory history record is created. The same is true when quantities are issued to shipping or work orders. Any inventory movement is tracked in the inventory history report.

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    What is XTN?

    XTN (xTuple Network) is a commercial business continuity service, featuring off-site backup and xTuple ERP version upgrades. Please follow this link to learn more about xTuple's XTN service.

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    Why can't I ship my transfer order?

    If you are trying to ship a transfer order but it doesn't appear in the list of orders to be shipped, there's a good chance the transfer order has not been released yet. Transfer orders must be open/released before they can be shipped. To release a transfer order, change its status from unreleased to open.

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    How do shipment numbers get generated?

    Shipment numbers are generated as soon as you issue stock to shipping for an order. The shipment number is pulled from the shipping configuration panel. During configuration, you define the initial shipment number—and then every shipment automatically increments the base shipping number by one. For example, if your starting shipment number is 60001, the second will be 60002, the third 60003, etc.

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    What's the difference between a context and a source?

    When using Qt Linguist for translation work, you will see references to "contexts" and "sources."

    • context is a business object, like the contact screen or the bill of materials screen.

    • source is a specific string of text within a context. For example the “Bill of Materials” context contains 56 sources, including “Print”, “Save”, “Revision Date”, etc.

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    Why are product categories needed?

    You need product categories for both reporting and accounting purposes. On the reporting side, it's helpful when analyzing sales activity to have product category data as one of your available options. Running reports by product category allows you to monitor how groups of sold items are performing. It also enables you to evaluate how groups compare to each other. For accounting purposes, the product category is one of the key factors which determines how sales transactions are accounted for.

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