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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.

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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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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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How do I link a project to a customer?

Projects can be linked to customers using the relationships link on the customer screen. Simply locate the CRM account for the customer and then save the project once you've entered the information. When you link projects and customers you gain the ability to specify special billing rates for customers by project. You can also report on projects by customer.

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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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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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Do I need to assign priorities?

No, you are not required to set a priority when creating an incident. Priorities are optional. If you don't want or need to assign priorities to incidents then you can simply ignore them.

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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.

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How do I reimburse employees for their expenses?

To reimburse employees for their expenses, it's necessary to define employees as vendors in the system. The link between employees and vendors can be made on the CRM account screen. Once an employee is a vendor, you can create vouchers for their expenses during the worksheet approval process. Reimbursement checks can be written against these vouchers.

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How can we post transactions between two different companies?

If you are making journal entries across different companies, you are now forced to keep each company in balance and make your entries happen with standard inter-company accounting procedures. For each company you would create matching Due To/From accounts on the balance sheet. There are lots of ways to set this up but here is a quick example:

Lets assume you are only using the company segment and the account number

Company 01 would need an asset account - 01-1501 Due To/From Company 02
Company 02 would need an asset account - 02-1501 Due To/From Company 01

Now instead of one journal entry you make two, one journal entry per company. Say, for example, we posted some G&A expense to company 01 and need to move it to company 02.

Credit 01-6500 $500
Debit 01-1501 $500

Credit 02-1501 $500
Debit 02-6500 $500

If our inter-company (Due to/from) account started at $0 we would now see a $500 balance in the account for company 01 and a ($500) balance for company 02.

The inter-company account(s) must remain in balance at all times, no exceptions. Any entry made to an inter-company account requires that a corresponding entry be made to the other inter-company account immediately. Any individual using inter-company account must know that they are not allowed to leave their desk if the inter-company accounts are out of balance, no exceptions. Inter-company accounts can really get out of control if people are not careful.

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When will the next xTuple ERP release come out?

See our Product Roadmap for a general idea of when xTuple ERP will be released next and what the major upcoming features will be.

Our goal is to have two features releases a year (x.y.0), one in June and the other in December, plus a few bug-fix releases. This schedule is not exact. Feature releases will be published when their defining features are complete. Bug-fix releases will be published as needed. Between August 2007 and July 2016 we published a release on average every 8 weeks, not counting betas and release candidates. That included 21 feature and 38 bug-fix releases (on average a little more frequently than 6 months and 3 months, respectively).

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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.

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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 address do I enter in the billing configuration?

The address you should enter in the billing configuration is your remit-to address. This address is used in multiple reports, including invoices.

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How do I associate contacts with accounts?

You can associate contacts with accounts in either of two ways: 1) When you are editing a contact record you can specify the account relationship it belongs to or 2) you can attach contacts to an account when you are editing the account. Contacts can only be attached to one account at a time. However, single accounts can have multiple contacts (i.e., the people who work there) attached to them. You can also highlight on the account screen any especially important contacts by listing them as the primary contact or the secondary contact.

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Why are some users inactive?

There are times when you may want to disable a user account. This may be true, for example, when employees leave your company. Even though you no longer employ the person, you may still need reporting related to them. Making a user inactive also gives you the flexibility to make the user active at a later date. By contrast, when you delete a user from the database, records related to them are lost.

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As a translator, which xTuple version should I work on?

Generally you should work on translating the most current version of the software. xTuple regularly releases updates to our products, identified by version numbers. Each version may contain new sections or changes to old sections. Generally, translators should translate the most recent version of the product, but if your installation uses an older version of the product you may want to work on translating that version.

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How do we boot a user from the database?

In order to forcefully disconnect a user from the database, you have to find the Process ID (pid) for the backend connection of that user. Each user connection to the database spawns a backend process for their connection. Once you know the pid for the process, you can kill the process. On unix the command would be "kill [pid]" while other OSes may have different ways to kill a process. In order to find the pid you can look at the pg_stat_activity table and the column procid should contain the number you need.

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Do I need more than one cost category?

You can certainly run your business using only one cost category. That's all you need to set up item sites and track inventory movements in the general ledger. If you want more detailed inventory accounting, though, you should consider implementing multiple cost categories. For example, you might have a cost category for finished goods and a different one for raw materials. In this way you can track particular item types or groups by different accounts—thus leading to more detailed financial reporting.

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How can I make items tax exempt?

The easiest way to make an item tax-exempt is to make sure it is not linked to a tax type. For an item to be taxable, it must have a tax type associated with it. If there's no tax type linked to an item, then tax won't be charged.

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How do I handle Purchase Order Returns (i.e., rejects) in the vouchering process?

If you are having trouble vouchering a Purchase Order because there are Returns logged against it, then you probably left out an important step: Creating a Credit Memo for the Return. To do this, go to the "Uninvoiced Receipts/Returns" report screen and right-click on the Return record. In the right-click menu is the option to create a Credit Memo for the Return. Once the Credit Memo has been created, you should be able to continue processing your Voucher. Later, you can apply the Credit Memo to an open Voucher.

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What type of security is used on xTupleCommerce and the ERP?

Our systems, both xTupleCommerce and the xTuple REST API, require an SSL (Secure Sockets Layer) certificate to function. SSL is a standard security technology for creating and encrypted connection between a server and a client (for example, between a user's browser and the webserver). It allows sensitive information to be transferred in a secure fashion. Without an SSL the data would be sent between the server and client in plain text, which is not secure. In plain text an attacker could intercept the plain text data and have access to sensitive information.

Neither the xTupleCommerce system or the ERP stores plain text credit card information in the database. Both systems integrate with Authorize.net via their API. The same SSL technology is used to encrypt and send information to and from Authorize.net and we rely on Authorize.net to store credit card information in a secure fashion.

When storing a credit card on file we use Authorize.net tokens that represent the credit card information and customer data. On the ERP Postgres database we use the Blowfish Security algorithm for encrypting sensitive information. This ensures that the customer information is never passed or stored as plain text, but rather a encrypted string of letters and numbers that serve as a key to unlock that information. Without a direct connection to the Authorize.net system through the API integration, the keys are worthless which prevent attackers from obtaining the sensitive information.

Additional Resources

Authorize.net - how credit card processing works

Authorize.net - storing customer data

SSL information

Authorize.net API Reference Guide

Understanding PCI Compliance

Postgres Blowfish Security Algorithm

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Can class codes be used in reporting?

Yes, xTuple ERP gives you the ability to use class codes as a filter in a variety of different views and lists. You can also always create custom reports to capture the data you need by class code.

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What are receivable applications?

Receivable applications are records generated when a receivable is either applied or applied to. For example, when a credit memo is applied to an invoice, that's a receivable application. Similarly, receivable applications occur when cash receipts are applied to open invoices.

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Why should I enable customer deposits?

Enabling customer deposits makes it possible to account for deferred revenue—that is, cash receipts that are not applied to open invoices when they are received. When this option is enabled, two things will happen: 1) a customer deposit option will appear on the cash receipt screen and 2) your receivables account assignments screen will include a deferred revenue account option. This deferred revenue account will be used when customer deposits are posted. If you don't enable customer deposits, unapplied cash receipts will be distributed to a credit memo, which can be applied to an invoice at a later date.

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