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What is the difference between incident status and incident resolution?

Status is used by the incident system to track the life cycle of an incident. An incident begins with a new status and then takes on various other statuses as it is being worked on. The final status (which all incidents are moving towards) is closed. Status selections are system-defined and not editable. Resolutions, on the other hand, are user-defined and not required.

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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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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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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 long can my item numbers be?

There is no limit to the length of item numbers.

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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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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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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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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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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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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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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 kinds of planning systems does xTuple offer?

xTuple offers four primary planning systems: material requirements planning (MRP); distribution resource planning (DRP); master production scheduling (MPS); and lean/constraint management. You must be running a commercial edition of xTuple to have access to these planning systems. For more information on which planning systems are available in which editions, please see the xTuple comparison page.

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Where are reason codes used?

The following document types can have reason codes associated with them: receivable credit memos, receivable debit memos, and return authorizations.

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Does the size of the file matter?

There is no specific limit to the size of files you can store in the database. You can store everything from small files to extremely large files in the database.

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 delete an account?

No, once you successfully create an account, you cannot delete it. You can, however, mark accounts as inactive. In addition, you can detach contacts from accounts to free them up to be attached elsewhere. For example, in the toytrucks demo database you cannot delete the Tremendous Toys account. But you can detach Frank Farley's contact record from the Tremendous Toys account.

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How do I retrieve API keys from UPS?

If you would like to include UPS in the list of shipping options for your xTupleCommerce customers, you'll need to acquire API keys from UPS. Once you have the information and have added the keys to the ERP, the keys will need to be added to the xTupleCommerce website.

Here are the instructions on how to retrieve the API keys from UPS:

  1. Go to - UPS login 
  2. Log in with your account information
  3. Click SUPPORT in the main menu
  4. In the browse by topic section, click UPS Developer Kit 
  5. Inside the access and administration, click Manage Access Keys 
  6. Click Request New Access Key 
  7. Follow the instructions
  8. Capture the keys
  9. Deliver the keys to xTuple - follow the instructions for Sharing API Keys from the bottom of this article

Note: Most systems delete old keys when new ones are created. Your keys could be used across multiple systems so it’s a very good idea to create these keys once and save the information in a safe place for future use. 

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Who should use expense categories?

Expense categories will be used largely by service-oriented businesses who do not handle much (if any) inventory. They are also useful for any business when non-inventory, expense transactions are required.

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When do I use tax classes?

Tax classes are needed for managing complex tax scenarios—for example, tiered, nested, or cumulative taxes. With tax classes, you can manipulate the sequence in which tax codes are applied. By applying multiple tax codes in the correct order, you can build support for even the most complicated tax requirements.

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How do I start a new language translation?

If you are interested in starting a new language translation, please see the article "Starting a new translation project."

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Why do item sites require a planner code?

Planner codes are required on item sites for reporting purposes—and also to support the advanced planning and forecasting capabilities found in commercial editions of xTuple. For example, with planner codes you can create different reports and schedules for raw materials and finished goods.

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How are commissions calculated?

At the most basic level, sales commissions are calculated as a percentage of the extended price for sales order line items. Each sales rep has a default commission percentage, which is defined on the sales rep record. However, this percentage can be modified at the customer or ship-to address levels. Individual sales rep commissions can also be impacted if you are using the Enhanced Commissions package.

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What is a site?

Sites are locations where inventory is physically produced or stored. Item sites, site locations, and work centers all belong to sites. Examples of sites would include (but not be limited to) production facilities, shipping warehouses, storage warehouses, and quality control centers.

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Why does the ship zone change on my sales order?

If you are using ship-to addresses, that would explain why the ship zone changed on your sales order. Each ship-to address has its own ship zone. When you change ship-to addresses, the ship zone on the sales order may also change. By default, the ship zone at the ship-to address level will be used.

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Can an item have more than one item source?

Yes, since you might purchase an item from multiple different vendors, it's possible to have multiple item sources for a single item. Use the vendor ranking option to sort your item sources from best to worst. The vendor ranking comes into play when you release planned purchase orders. At the time of release you will be asked to select an item source. The item sources having the highest vendor ranking will appear at the top of the list.

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