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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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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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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 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 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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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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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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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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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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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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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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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 the default location?

The default location is the location within an item site where you want your inventory to be put or taken from by default. Having default locations can simplify the process of handling inventory when multiple location control is being used. For example, users can transfer inventory into/out of an item site using a default location button—without having to pick a location from a list of available locations. Default locations are not required but they do help reduce complexity.

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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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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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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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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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Where are priorities used?

Priorities are used by incidents. The priority assigned to an incident helps determine the relative importance of the incident. Sample priorities might include "Very Low," "Low," "Normal," "High" and "Very High."

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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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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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What are planner codes?

Planner codes provide a mechanism for categorizing items for planning purposes. For example, let's say you want to develop separate plans for raw materials versus finished goods. To do so, you would first create separate planner codes: one for materials and one for finished goods. You would then link the materials planner code to the item sites for your materials—and the finished goods planner code to the item sites for your finished goods. From that point on, you can run the planning systems and planning reports by individual planner codes to see the detail separately for each.

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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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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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How are customer groups used?

Customer groups are used for reporting purposes. By associating similar customers with the same customer group, you can generate sales reporting and analysis for the entire group.

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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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