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Do all accounts need parents?

No, the parent account feature is optional. You would only use it for accounts that are sub-accounts. For example, you might have customers TTOYS-SE and TTOYS-NE that are regional branches of Tremendous Toys. In this case, you would link Tremendous Toys as the parent for both TTOYS-SE and TTOYS-NE.

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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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Is it possible to change the name of a default country?

Yes, if you want a different country name for your default country, you can switch off the limit to list setting. Be sure to turn this setting off with caution, since manually entered countries will not be kept up-to-date in the same way that standard countries are. In addition, pre-defined states and provinces will not be available to countries with a custom naming convention.

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When do I use tax classes?

Tax classes are needed for managing complex tax scenarios—for example, tiered, nested, or cumulative taxes. With tax classes, you can manipulate the sequence in which tax codes are applied. By applying multiple tax codes in the correct order, you can build support for even the most complicated tax requirements.

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Where do sales categories get used?

The primary use for sales categories is to account for miscellaneous (i.e., non-inventory) line items on invoices. Sales categories may also be used optionally on the following document types: receivable credit/debit memos and cash receipts.

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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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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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What if an employee changes shifts?

If an employee is going to be changing shifts, a manager or other administrator needs to assign the new shift to the employee's master record. If the new shift isn't assigned to the employee, the rules of the old shift will continue to apply to the employee.

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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 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.

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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 import data into xTuple?

There are two methods for importing data into the database of xTuple ERP.

  • CSVimp
    First, xTuple offers a free application called CSVimp that is designed to migrate Comma Separated Value (CSV) files into the database for the xTuple Applications (The same tool works for PostBooks®, Standard and Manufacturing Editions). You can download CSVimp from our SourceForge project site. And detailed instructions for using CSVimp are available in our documents section.
  • xTuple API
    The second method is to use the API. The goal of the xTuple Application Programmer Interface (API) is to make migrating data directly into the database much safer and easier than it is going directly into the regular table structure. Our appoach is to allow users to create, access, and update xTuple documents using a special database schema that closely mirrors the graphical user interface (GUI). You can read more about using the API to import data into xTuple ERP in the docs section.
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How many sales categories do I need?

The number of sales categories you need depends on how granular you want your sales accounting to be. You can get by with only one—or create multiple to provide detailed accounting for a wide range of sales scenarios.

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My product is not showing up in the right group on the xTupleCommerce website. Where do I fix this?

The product catalog is managed in the xTuple ERP database. You’ll want to check the product catalog to make sure the product is in the right group.

Navigate to the item in the xTuple ERP database. Then, under attributes, look at the table on the bottom of the window. The group name will identify which group(s) the item is associated with in the catalog. 

If the item should be showing in a different group, navigate to the item groups via Products > Item > Groups. Then select the group you want to edit and make any needed change. 

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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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What does "Error on socket 0" mean?

That error typically indicates there is either an incorrect mail server configuration or a network problem of some kind. Check the mail server options in the xTuple Connect menu. Also check your mail server and network routing to make sure all is in order.

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What is an honorific?

An honorific is a word (often abbreviated) added to the front of a person's name as a form of esteem or respect for that person. For example, if John Smith is a doctor, you might refer to him as Dr. John Smith. In this example, the introductory Dr. is an honorific. Other common honorifics include Mr., Mrs., Ms.

Note: Honorifics are user-defined. They may be long or short, abbreviated or not.

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What is the contractor option on employee records used for?

The contractor option should be selected and used for employees who are not on your payroll. Time logged by contract employees is accounted for differently than it is for regular employees. The main difference is that contractor time is not considered a labor cost, as it is for employees. Instead, contractor time is considered an expense which can be vouchered and then paid by check. Just as you can for regular employees, contractor time and expenses can also be billed to customers.

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Can I delete an account?

No, once you successfully create an account, you cannot delete it. You can, however, mark accounts as inactive. In addition, you can detach contacts from accounts to free them up to be attached elsewhere. For example, in the toytrucks demo database you cannot delete the Tremendous Toys account. But you can detach Frank Farley's contact record from the Tremendous Toys account.

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Can I select multiple costing methods?

Yes, you can enable all of the available costing methods—if that's what your business requires. However, in many cases, one of the costing methods (average or standard) is generally sufficient. When you enable a costing method, that means item sites will be able to use that costing method. Inventory costing is specified at the item site level.

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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.

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What are email profiles?

Email profiles are templates used to format the presentation of outgoing email messages. The profiles can be configured to use contact names, email addresses, and other CRM information stored in the database—thereby increasing automation and reducing the opportunity for errors. Using email profiles, you can standardize your communications with your customers and vendors.

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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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Do you have any product category examples?

Let's say you sell home products. Your product categories might include furniture, bedding, bathroom products and appliances. By contrast, if you sell only one type of product, like toys, you could categorize by the material the toys are made of (i.e., wood, metal, plastic, etc.). Services you sell also need product categories. Sample service categories might include consulting, repairs, and cleaning.

Hint: Consider using the characteristics feature available on items to allow more detailed, custom reporting on the products you sell.

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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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