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Are sales categories required?

Yes, if you sell miscellaneous (i.e., non-inventory) products and services, then you will need to use sales categories. Miscellaneous items inherit their accounting assignments from sales categories.

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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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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 add tasks to a project?

To add tasks to a project, double-click on the project to display the project detail. Navigate to the tasks tab and press new. Fill in the detail for the task. After you've added tasks to a project, you can also view them on the project tasks master list.

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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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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 quotes be converted to invoices?

Yes, if you have the billing features of xTuple installed, then you can convert quotes to invoices. To convert a quote to an invoice, navigate to the list of quotes. From the list, select the quote you want to convert and then choose the convert option from the menu. All the quote information will automatically transfer to the invoice. To locate the invoice you created from the quote, navigate to the list of invoices. By converting quotes directly to invoices you can bypass the sales order process. This may be desirable for service businesses and others where inventory management, tracking, and shipment is not a core part of the business.

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Does the sale type impact pricing?

No, there is no correlation between sale types and pricing. The sale type is used to declare how sales revenue will be accounted for in the general ledger.

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How do I filter results?

When analyzing your data you can filter the results in several ways. For dimensions, select the dimension name in the rows or columns—then select the available members to show. You can also filter results by dragging dimensions to the filter section, and from there selecting the available members to show.

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What is the cut-off day?

The cut-off day is used by proximo terms to indicate the day of the month on or after which the due date will advance to the next month. For example, if the cut-off day = 10, any invoices dated on or after the 10th will automatically be due the following month.

Hint: Put "0" as the cut-off day to indicate the first day of the next month. For example, if the cut-off day = 0 and the due days = 15, then the due date will be on the 15th of the next month.

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What's the difference between an item and an item site?

An item is the definition for a product, describing things such as what item type the item belongs to, its unit of measure, whether it's sold, etc. Item sites, on the other hand, define an item's physical location within a site. You need item sites if you want to track inventory. The movements of inventory, planning for inventory, and inventory accounting are all tied to the item site.

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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 do I add contacts to an account?

You can add contacts to an account in either of two ways: 1) Start on the account screen and attach existing or create new contacts from there or 2) start on the contact screen and link to an account from that direction.

Keep in mind that individual contacts may only be associated with one account at a time. However, accounts may have unlimited contacts attached to them.

Accounts feature primary and secondary contacts. These can be the two contacts you work with most often. However, you can add as many additional contacts as you like to the account. 

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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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Can I filter by opportunity type?

Yes, you can see all opportunities belonging to a particular opportunity type, you can see them using the opportunity type filter. All the opportunities linked to that opportunity type will be displayed. To view a different opportunity type, select that type and the results will automatically update.

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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 characteristics used?

Characteristics provide an easy way to add layers of user-defined information which you can later access for reporting purposes. For example, let's say you want to keep track of birthdays for your most important clients. To do this, create a contact characteristic for birthdays. Then, in the value field for each, insert the contact's date of birth. After this information has been entered, you can run a contact report to see all your contacts' birthdays. Characteristics can be used in many other ways, too—to configure items at the point of sale, to characterize details of sales opportunities, and more.

 

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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 is a terms code?

The terms code is the primary identifier used to describe billing and payables terms as they appear throughout the application—in drop-down lists, etc. For example, if one of your terms is net 30, then you might use the code NET30 to identify it. Similarly, if your terms are 2% discount in 10 days, net 30, then your code might be 2-10N30.

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Do I need to create a contact before I create a prospect?

You can create the contact associated with a prospect before, during, or after the point when you create the prospect. It's up to you. If you create the contact first, simply search for the contact when you are creating the prospect record—and this will associate the contact. Conversely, to create a contact while entering the prospect, simply choose to create one in the contact field.

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How do I change the currency of a bank account?

During initial setup, you can change the currency of a bank account as many times as you want. However, once the bank account has been used (i.e., has had transactions posted against it) you can no longer change the bank account's currency.

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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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Does xTuple support split commissions?

Yes, xTuple does support split commissions—as well as tiered commissions—with its Enhanced Commissions package. This commercial package is included as part of the xTuple Enterprise Edition. The package may also purchased separately as an add-on extension to other xTuple editions.

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How is the start date of a work order determined?

The start date of a work order is determined based on the due date minus the lead time. The lead time for an item is found on the item site record. For example, if the due date is February 15 and the item site lead time is five days, the start date for the work order would be February 10.

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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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