+1-757-461-3022 x124

Library

Primary tabs

How can I learn more about job costing?

The topic of job costing is covered in some detail in the manual Managing Projects with xTuple. The book can be read online for free or purchased for download through the xTuple MarketPlace.

Was this Helpful?
up
550 users have voted.

What are projects used for?

Projects are a tool used to plan and track activity related to specific jobs. The are built primarily using project tasks, which serve as a container for time and expenses related to the project. You can link projects to various types of orders (Sales Orders, Work Orders, Purchase Orders, etc.) and in so doing generate order activity reports by project. The Project Accounting add-on package for xTuple offers additional accounting features for building robust financial reports for your projects.

Was this Helpful?
up
550 users have voted, including you.

Are employee and user the same thing?

Employee and user are not necessarily the same thing. An employee is a person who works for your company. A user is a person who has an account allowing them to access your xTuple database. There are scenarios where database users would not also be employees. For example, you may give user access to people who are not your employees (e.g., IT consultants). Conversely, there are also scenarios where employees wouldn't need user accounts. For example, you may have employees whose job doesn't require them to use a computer—and so there would be no need for them to have a user account.

Was this Helpful?
up
548 users have voted.

How are shifts used?

Shifts are used to track employees' weekly hours, including break periods and overtime hours. Shifts get assigned to employees on the employee master record. When employees clock into a shift—or to work orders during their shift—the rules of the shift are applied. The rules of a shift include pre-defined start/end times, break times, labor rate, etc.

Was this Helpful?
up
545 users have voted.

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.

Was this Helpful?
up
542 users have voted, including you.

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.

Was this Helpful?
up
542 users have voted.

Can I create simple invoices?

Yes, if you don't want or need to use sales orders or shipping, you can create simple invoices and get them out to your customers quickly. Just enter an invoice and fill out your line items. You can even update your inventory when the invoice is posted, if you need to.

Was this Helpful?
up
537 users have voted.

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.

Was this Helpful?
up
537 users have voted.

What is the goal of project accounting?

The Project Accounting add-on package for xTuple is a solution especially designed for professional services companies, non-profit groups who need fund accounting and manufacturers or distributors with advanced project accounting requirements. At the heart of Project Accounting is the concept of the "virtual" General Ledger (G/L) Account. With Project Accounting, virtual G/L Accounts are built dynamically or "on-the-fly" using a combination of existing G/L Account Numbers and the linked Project Name. Transactions flowing from Project-related Sales Orders, Purchase Orders and Work Orders are generally supported by Project Accounting.

Was this Helpful?
up
534 users have voted.

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.

Was this Helpful?
up
532 users have voted, including you.

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.

Was this Helpful?
up
531 users have voted, including you.

Can I add PDFs to an item and have them show up on my xTupleCommerce website?

Yes, you can add documents, such as PDFs, to individual items in the same way that you would add images linked to items. Like item images, the PDFs need to be stored on a separate web server, with a unique URL for each PDF. However, the ERP should contain cross references to these PDFs, via their URL.

To enter URLs for PDFs 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 PDF
  5. Specify a name to identify it

The PDF will show up on the product page as a link for the user to view and download.

Was this Helpful?
up
530 users have voted.

Are opportunity stages required?

Yes, an opportunity stage is required when creating an opportunity. That means you must have opportunity stages defined before you can successfully save an opportunity.

Was this Helpful?
up
529 users have voted.

How do I drill down into inventory history?

The advanced search panel gives you the most control when trying to locate specific records or groups of records in inventory history. Click on the advanced search button in the main menu to open the advanced search panel. Using advanced search, you can specify multiple different parameters—making it possible to drill down and reach the specific records you are looking for.

Was this Helpful?
up
528 users have voted.

Why do item sites require a planner code?

Planner codes are required on item sites for reporting purposes—and also to support the advanced planning and forecasting capabilities found in commercial editions of xTuple. For example, with planner codes you can create different reports and schedules for raw materials and finished goods.

Was this Helpful?
up
526 users have voted.

Can I use abbreviations for state names?

Yes, you may abbreviate state names. However, before manually adding a state (or province) you should check whether the state already exists in the database. (Hint: If you enter the country first, the corresponding states, if available, will appear.) For example, the default list of states for the United States uses the standard two-letter abbreviations. New York appears as NY and Virginia appears as VA in the list of U.S. states.

Was this Helpful?
up
525 users have voted, including you.

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.

Was this Helpful?
up
525 users have voted.

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.

Was this Helpful?
up
525 users have voted.

Do you have basic project management information?

The topic of project basics is covered in some detail in the manual Managing Projects with xTuple. The book can be read online for free or purchased for download through the xTuple MarketPlace.

Was this Helpful?
up
524 users have voted.

How do I get started with sales analysis?

To get started analyzing your sales performance, follow these steps:

  1. Select a cube
  2. Select a dimension (e.g., customer)
  3. Select a dimension level (e.g., customer name) or drag the level to columns or rows
  4. Select a measure (e.g., amount, booking) or drag the measure to columns or row

You should now see a table of measures organized by the dimension you chose. You can continue selecting dimensions and measures to analyze your data in other ways.

Was this Helpful?
up
522 users have voted.

How do transfer orders differ from inter-site transfers?

Transfer orders are distinct from inter-site transfers in three primary ways. First, transfer orders allow you to move multiple items all at once between sites—instead of just one item at a time. Second, transfer orders always involve an intermediate transit site, for tracking inventory while it is "in transit." And third, there are reports (i.e., paperwork) associated with transfer orders.

Was this Helpful?
up
522 users have voted.

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. 

 

Was this Helpful?
up
522 users have voted.

Can I manage my item images in the xTupleCommerce website?

Your xTupleCommerce site has the capability of hosting images, PDFs, documents and other media. Once your site is live you can associate these files with Items and Item Groups in the ERP. For instance, you can associate product images with Items in the ERP. Or you can associate Marketing PDFs with Items in the ERP. These images and PDFs will be displayed with the products on the xTupleCommerce site.

If your site is still in the development or testing phases (aka, you are still going to a stage.domain.xtuple.net URL to view your site), we encourage you to use a service such as Cloudinary to host your images and determine URLs.

However, if your xTupleCommerce website has gone live, you can begin using the site to host files and create the URLs needed for the document in the ERP. 

Uploading the files to your xTupleCommerce site :

  1. Go to your xTupleCommerce website and login as a manager or editor. 
  2. Navigate Admin > Content > Files.
  3. Click ADD FILE
  4. Select and upload the image. Typically files must be less than 8MB. 
  5. Click NEXT
  6. Leave the radio button selected for public local files and click NEXT.
  7. Update and fill in the fields for name and file name. The name will show up in the URL path of the image. 
  8. Click SAVE. 
  9. Highlight the path of the image-most recently added files are on the top of the list-and copy.

Associate files with Items or Item Groups in the ERP

  1. Login to your ERP.
  2. Open an Item or Item Group
  3. Go to the documents tab
  4. Click Attach
  5. Choose Web Site from the drop down
  6. Give the file a name in the Name field
  7. Paste the URL into the URL Field
  8. The URL should include your website domain followed by the path that you copied.  
    Example: https://www.yourwebsite.com/files/public/content/media/image.jpg
  9. Click Save 
  10. Save and close the Item and Item Group

Check your work

Navigate to the Item or Item Group where the file should appear on the website

The file should appear. If the file does not appear, you may need to flush the cache on the website.

Was this Helpful?
up
521 users have voted.

Does Connect support SSL or TLS?

Yes, beginning with xTuple Connect version 3.8, support is available for SSL and TLS encryption for email sent over SMTP.

Was this Helpful?
up
521 users have voted.

What API keys and fields are required to use FedEx with xTupleCommerce?

If you want to include FedEx in the list of shipping options for your xTupleCommerce customers, you'll need to acquire API keys from FedEx, for both your production and development environments. Once you have the information and have added the keys to the ERP, the keys will need to be added to the xTupleCommerce website.

Here is an outline of the fields you need for both the production and development keys: 

Production Keys

  • Account Username
  • Account Password
  • Authentication Key
  • Meter Number
  • Account Number
  • Production API Password
  • Production URL

Development Keys

  • Account Username
  • Account Password
  • Test Key
  • Test Key Password
  • Test Account Number
  • Test Meter Number
  • Test URL
Was this Helpful?
up
521 users have voted.