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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 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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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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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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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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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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Where can I find the Qt documentation?

For more information, please see the Qt Product Information.

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How are site types used?

Site types are used to categorize sites. For example, you might have distribution sites or shipping sites or storage sites. Having the ability to categorize sites is primarily a feature designed for multi-site environments.

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How do I reverse a receivable?

Receivables can be reversed either by application or, in the case of invoices, by voiding. For example, let's say a customer has an open receivables balance of $4500. When that customer sends you a check for $4500, you can apply that cash to the invoice, thus reversing the open balance down to $0. Similarly, credit memos can be applied to invoices (or debit memos) to reduce or reverse a receivable amount. For invoices, you also have the option to void them, which reverses them back to an unposted state.

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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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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 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'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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Is there a report which shows shipment tracking numbers?

Yes, there are several reports which provide historical tracking number information. Look under Inventory > Shipping > Reports > Shipments. All of the reports in this section include a tracking number column. If you entered a tracking number for an order when you shipped it, then that information will be shown in all of these reports.

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How do I update the description of my item for xTupleCommerce?

After you’ve located the item master in the xTuple ERP database, navigate to the marketing tab. Make changes to the description content the description field, then save. After you've closed the item record in the ERP, refresh the item's page on the xTupleCommerce site. If the change does not appear automatically, you may need to flush the cache.

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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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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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Where would I use the default country?

When you implemented xTuple, you identified a country to use as the default when entering new addresses. This saves you the step of entering the country manually. You can override the default country when entering or editing addresses.

xTuple ERP is a multi-currency international system so you can do business with organizations and individuals globally.

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Why don't my non-inventory receipts show up on the Uninvoiced Receipts|Returns report?

Because non-Inventory Items, by defintion, do not have Item Sites, you cannot view receiving information for them on an individual Site basis. That's why you have to select the "All Sites" option on this report to see your non-Inventory activity.

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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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Can I change a customer's customer type?

Yes, you can change the customer type a customer is assigned to. To do this, open the customer record for editing and select a different customer type. Once you save the change, the customer will be associated with the new customer type.

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Can I create quotes for prospects?

Yes, you can create quotes for prospects. However, before the quote can be converted (to an order or invoice) the prospect must also be converted. Orders and invoices must be associated with a customer. Converting prospects to customers is an easy process.

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What are to dos used for?

Most people use to dos to remind themselves of things that need to get done in the future. When combined all together, your to dos are known as your to do list. Using the advanced search feature, you can sort your to do list by any of of the available criteria: due date, CRM account, assigned to user, etc. In this way you can monitor the to dos that are most important to you. To dos are a useful tool for managers, as well. Managers can use the assignment feature to assign to dos to people on their team—thus creating a work flow management system.

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Why can't I view financial information for any date range?

Under the guidelines established by generally accepted accounting principles (GAAP), financial data —and by extension, financial reports—are organized according to accounting periods. Accounting periods create a pre-defined and repeatable structure for financial reporting. The accounting cycle itself depends on accounting periods to facilitate the (typically) monthly and also annual auditing and closing of the books. Accounting periods are usually defined as monthly, quarterly, and yearly time frames. Financial reports follow the structure of the accounting periods—and so you have monthly, quarterly, and annual reports. Ad hoc reporting outside the boundaries of the defined accounting periods is not generally supported.

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