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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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Do I need to assign an incident severity?

No, severities are optional. They are not required when entering incidents. You can enter incidents without assigning a severity.

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Do I need to configure each database separately?

Yes, the configuration of extensions (e.g., modules, like CRM) needs to be performed on each database used by your company. This flexibility allows you to configure different databases for different purposes. For example, let's say you want to pilot new features in a sandbox database. You would want to enable those new features in the sandbox for testing purposes. However, you wouldn't want to turn those features on in your production database until after you have piloted them.

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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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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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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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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 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 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 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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My xTupleCommerce account is temporarily blocked due to 5 failed attempts to login. How can I get into my xTupleCommerce website?

Unfortunately, you will have to wait until the system clears your IP Address for access. We do not have access to manually do this. The system may take an hour, 4 hours, or even 8 hours to clear your IP Address as there is no standard amount of time for it to cycle through. This is one of the main reasons we encourage our users to change their password to something easy for them to remember.

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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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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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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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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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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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How long can my item numbers be?

There is no limit to the length of item numbers.

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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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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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Do site types have an impact on the function of sites?

Site types have no impact on the function of sites. A site type designation is informational only. Site types are different from the basic site classification—namely whether a site is an inventory site or a transit site, both of which do impact how a site functions.

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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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Are the advanced characteristic options required?

The advanced characteristics options—available only to text type characteristics—are not required. You may use text type characteristics without using the advanced options. The two advanced options are input mask and validator. An input mask creates a template to guide users as they enter values for a characteristic. It is a form of light data validation. For example, if you specify the input mask 00/00/0000, then users will be presented with the following template when they are entering values for the characteristic : "__/__/____". In this case, users will simply have to fill in the blanks between the separators. A validator is used to strictly enforce the format of data users can enter in a field. If you specify a validator for a characteristic, then users will have to conform to the format when entering values for the characteristic. Values which do not conform will not be accepted.

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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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What are incidents?

Incidents are typically tickets, cases, issues, requests or bugs. These incidents can be raised internally by staff or externally by customers. They can be about errors in products or services but they can also be used to request help or support for a product or service. If you use the xTuple Web Portal, then you and your customers can create, manage and track incidents on the web.

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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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