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How do I process and approve worksheets?

If you have the appropriate privileges, you can approve and process worksheets from the list view of worksheets. To approve a worksheet, select the worksheet in the list. Notice the gear icon to the far right-hand side of the row. When you select this gear icon one of your options will be to approve the selected worksheet. Other options include the vouchering, invoicing, posting, and deleting of worksheets.

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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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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 extensions?

Extensions are features—usually groups of features—which extend the core xTuple functionality. Common examples of extensions include modules (e.g., CRM) and packages (e.g., Time & Expense). Extensions must be administratively linked to individual databases before database users can access them. Some extensions are commercial and must be purchased, whereas others are free and available on demand.

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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 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 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 a person's last name?

On the contact screen the contact's last name is also referred to as their surname or family name. On the other hand, the first name refers to their given name. The system only requires you to enter one name—first or last. However, it is common to enter both.

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What is included in inventory history?

Inventory history records are generated any time quantity in an item site is changed, either up or down. For example, when quantity is received into inventory, an inventory history record is created. The same is true when quantities are issued to shipping or work orders. Any inventory movement is tracked in the inventory history report.

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Which file types can I add to the database?

There are no restrictions on the file types you can add to the database. Everything from office documents to image files to CAD drawings and more is supported.

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Why can't I enter a credit card receipt?

When entering credit card receipts, make sure you've selected credit card as your cash receipt funds type. Second, check with your system administrator to verify your site is configured to use credit cards. Some set up may be required.

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Are files stored in the database?

When adding a file, you have the option to specify that you want the file to be saved in the database. Saving a file in the database makes the file easily accessible to other users of the database. If you prefer not to save files in the database, your other options are to store them locally on your machine or on a network drive.

Hint: Keep in mind that storing large files in your database will increase the size of your database and will require you to monitor your hard drive consumption.

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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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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 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 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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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 are some examples of sale types?

Because sale types are user-defined, you can set them up any way you want to. Some examples of sale types might include in-networkout-of-networkretailwholesale, etc. Depending on how granular you want your revenue reporting to be, you can link your sale types to different revenue accounts using the sales account assignment interface.

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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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What is the goal of project accounting?

The Project Accounting add-on package for xTuple is a solution especially designed for professional services companies, non-profit groups who need fund accounting and manufacturers or distributors with advanced project accounting requirements. At the heart of Project Accounting is the concept of the "virtual" General Ledger (G/L) Account. With Project Accounting, virtual G/L Accounts are built dynamically or "on-the-fly" using a combination of existing G/L Account Numbers and the linked Project Name. Transactions flowing from Project-related Sales Orders, Purchase Orders and Work Orders are generally supported by Project Accounting.

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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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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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Do you have basic project management information?

The topic of project basics 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 does xTupleCommerce secure credit card transactions?

Both the xTupleCommerce system and the ERP both integrate with a secure credit card payment gateway. The following graphic provides a high-level illustration of how the process works:

 

 

  1. xTupleCommerce sends the submitted credit card information and requested amount to the Credit Card (CC) Gateway to check for a pre-authorization (preauth).
  2. The CC Gateway confirms that the requested amount is available on the credit card and provides a token for the preauth.
  3. xTupleCommerce sends the preauth token to the ERP along with the sales order.
  4. The ERP sends the token to the CC Gateway asking to confirm the preauth for the exact amount of the sales order.
  5. The CC Gateway confirms that the preauth is still valid
  6. The ERP sends confirmation of the order to the CC Gateway and requests that they charge the credit card with the exact amount.


When storing a credit card on file, xTupleCommerce uses the CC Gateway tokens that represent the credit card information and customer data. In addition, the "Blowfish Security" algorithm for encrypting sensitive information is used in the PostgreSQL database, on the ERP side. This ensures that the customer information is never passed or stored as plain text, but rather as an encrypted string of letters and numbers that serve as a key to unlock that information. Without a direct connection to the CC Gateway system through the API integration, the keys are worthless, thus preventing attackers from obtaining the sensitive information.

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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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