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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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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 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 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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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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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 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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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 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 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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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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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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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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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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What are project tasks?

Project tasks are used for budgeting and tracking time and expenses associated with particular project activities. When combined, project tasks present the total time and expenses for a project. The Project Accounting package adds expanded accounting functionality for tracking time and expenses related to project tasks.

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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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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 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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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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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 doesn't xTuple work on my PowerPC Mac?

As of version 3.6.0, xTuple no longer supports the PowerPC Mac platform. Only the Intel Mac platform is supported. Prior versions of xTuple did support PowerPC Macs, but beginning with version 3.6.0 xTuple no longer supports PowerPC Macs.

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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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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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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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