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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.

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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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Do I need xTuple Connect in order to send emails?

xTuple Connect is required when you send email notifications using the xTuple Desktop. 

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What are some examples of sale types?

Because sale types are user-defined, you can set them up any way you want to. Some examples of sale types might include in-networkout-of-networkretailwholesale, etc. Depending on how granular you want your revenue reporting to be, you can link your sale types to different revenue accounts using the sales account assignment interface.

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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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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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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.

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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.

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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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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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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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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.

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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.

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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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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.

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What are the job cost recognition options?

The job cost recognition options establish the default costing behavior when creating work orders for average cost or job items. These defaults can be overridden at the item site level or at the level of specific work orders you create. If the to date option is specified, all of the WIP costs accumulated to date will be charged to the cost of sales when the item is shipped. If the proportional option is specified, a value up to the proportional value of the total quantity shipped will be charged to the cost of sales when the item is shipped. For an example of the proportional method, assume 3 items are to be shipped on a job work order and all the material has been issued—and if only 1 of the 3 is shipped—then 1/3 of the value charged to WIP at that point will be charged to the cost of sales.

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Why can't I receive my purchase order?

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

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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.

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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.

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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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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
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What are due days?

Due days refers to the number of days after the document date (i.e., invoice date, voucher date) when payment is considered overdue. For example, if the invoice date is May 10 and the due days = 10, then payment would be due 10 days later, on May 20. For proximo terms, the due days refers to the day of the month when payment is due—that is, due days = 10 means due on the 10th day of the month.

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What are item characteristics?

Item characteristics are used to create additional layers of information about items. For example, let's say you sell toy trucks. You might use item characteristics to define the various options available on your toy trucks—such as paint color or decal kit. Taking the color example, your toy truck characteristics might include "Red," "Green," "Blue," and "Yellow." Item characteristics are useful for reporting purposes. They also play a key role in the assemble-to-order configuration system.

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Where are sale types used?

Sale types are used on sales orders to declare the type of sale being made. The sale type might indicate, for example, whether you are selling to a retail customer or a wholesale customer. The sale type you choose can impact how sales revenue is reported. The link between sale types and revenue accounts is made on the sales assignment interface.

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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.

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