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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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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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I use partial quantities on my bills of materials (BOMs), so why are my costs so inflated?

If this is happening to you, check your Item masters for the Items in question. Make sure the "Fractional" option is selected for any Items which you plan to use in partial quantities. If that flag is not selected, then the costs for the Item will be rounded up to the next whole number. This upward rounding would explain your inflated costs.

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What is multiple location control?

Multiple location control (MLC) is an item site setting which adds granular control over how inventory is managed. With MLC enabled, you can create multiple locations within a single item site. This makes it possible for you to move inventory from location to location—all within the item site. MLC adds transactional overhead but can be useful if detailed tracking of inventory is required. MLC should not be confused with multi-site, which allows for inventory to be moved between multiple sites (e.g., warehouses, stores, etc.).

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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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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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What is landed cost?

Landed cost is the total price of a product once it has arrived at a buyer's door, including the purchase price plus all freight, tariff and any other handling charges. Often times, landed costs need to be added retroactively to a product after it has been received.

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Are incident categories required?

Yes, every incident must be assigned to a category. Because incident categories are the highest-level grouping mechanism available to incidents, they are required.

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How do I issue a tax credit to my customer?

You can use either a Misc. A/R Credit Memo or a Sales Order Credit Memo to issue tax credits to your customers. The following example describes how to do this using the Misc. Credit Memo (although, the steps are very similar for Sales Order Credit Memos):

Example:

  1. You need to credit Customer ABC for $25 tax
  2. Open Misc. Credit Memo screen
  3. Enter $25 in "Amount" field
  4. Open "Tax" link
  5. Create a new Tax Adjustment for $25
  6. Post Credit Memo
  7. View credit in Tax History report
  8. Later: Apply Credit Memo to Customer open item
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Do I need reason codes?

No, reason codes are optional. They add a layer of information which can be useful for reporting purposes. However, they are not required. You do not have to use reason codes if you prefer not to.

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How do I figure out what version of PostgreSQL I'm running?

If you don't remember which version of PostgreSQL you're running, you can always find out with the following SQL statement:

select version();

This is easy to do if you're familiar with pgAdmin. Simply connect to your server with pgAdmin. Select one of your databases. Open the SQL editor tool. Paste in the above command. Then execute the query. Your PostgreSQL version will be displayed in the results window.

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What is the difference between contacts and accounts?

Accounts are entities or individuals you do business with (customers, vendors, partners, prospects, etc.), whereas contacts are the people you interact with. Contacts may be assigned to an account, but they don't have to be. Think of your contact list as being your address book and your account list as being a business directory. By assigning contacts to accounts, you can keep track of the people who work at the accounts.

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What are analytic cubes?

Analytic cubes are structures that organize data for fast, interactive analysis. Analytic cubes focus on specific facts from your operational data—for example, a booking line item or a shipment line item. Then for each fact certain measures are recorded (e.g., the booking amount, the booking discount). Finally the cube facts are organized by dimension (e.g., customer or by sales rep). In the end, analytic cubes give you the ability to look at specific facts from a variety of different perspectives.

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What's the difference between inventory and transit sites?

Assuming you are operating in a multi-site environment, the majority of your sites will be inventory sites. An inventory site is a site where inventory is physically produced or stored. Transit sites, on the other hand, are a type of temporary site used by transfer orders to hold inventory when it is in-transit between two sites. A transit site could be a truck, a shipping container, or a ship. If you are not using transfer orders, then you will not have access to transit sites.

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How is the xTupleCommerce product catalog structured in the xTuple ERP database?

The product catalog is a collection of categories which items may be grouped into. Think of it as being like the physical catalog department stores might use. The following terms are used:

  • Parent group: The parent group is typically a very generalized group of items. For example, if you had a shoe store, the parent groups might be men’s shoes, women’s shoes, kids’ shoes, etc.
  • Item groups: Item groups are more specific groups within the parent group. If the parent group is women’s shoes, the item groups may consist of sandals, sneakers, pumps, boots, etc.
  • Member items: Member items are the individual items within the item group. If we selected the sneakers item group, the member item would be the exact red sneaker that a customer may add to their cart for purchase. 
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Can I create my own honorifics?

Yes, you can create as many honorifics as you wish. Any honorifics you define will be available for use when creating new or editing existing contact records.

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Is there a limit to the number of customer types?

No, there is no limit to the number of customer types you can define. Keep in mind, though, each customer can only belong to one customer type at a time. If you want to track a single customer by more than one category, try using customer groups.

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What is a worksheet?

Worksheets are used for tracking employee time and expenses. Because they are linked to projects, worksheets can be used for tracking time and expenses on a project-by-project basis.

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How do I handle provinces?

Provinces are handled the same way as states in all addresses. Some countries have provinces or territories as opposed to states. For example, Québec is a province of Canada. Regardless of the country that you select from the standard country list, the relevant states or provinces will be populated in the state field of the address.

Hint: Use the limit to list setting to keep the default lists of countries, states and provinces from being changed. You can find this setting under the CRM configuration screen.

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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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When should proximo terms be used?

Proximo terms should be used whenever you expect payment on a certain day of the month (e.g., the first day of the month, the fifteenth day of the month, etc.). Use the due days field to enter the day of the month when payment is due. For example, if your due days = 15, then payment would be due on the 15th of the month.

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Why do item sites require a cost category?

The link between cost categories and item sites establishes the basic foundation for item accounting. Whenever items are sold, purchased, manufactured, etc., the accounts defined at the cost category level determine how these item transactions are accounted for. The general ledger activity and financial reports related to inventory movement tie directly back to cost category assignments.

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How do I add an item group to the product catalog for my xTupleCommerce site?

You are able to add new item groups in the xTuple ERP database via Products > Items > Groups > New. From there, fill out the appropriate fields, add any parent groups or member items, and save.

If you want the item group to have an image on the xTupleCommerce site, you are able to attach documents. Reminder: documents must be in the form of a URL.

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Is there any limit to the number of customer ship-to addresses?

The system supports an unlimited number of ship-to addresses. With ship-to addresses, you can maintain one customer record with multiple different delivery locations. In addition to having its own unique number, each ship-to address also includes contact information for individuals at each address. Specialized pricing by ship-to address is also supported.

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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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