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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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How do I reimburse employees for their expenses?

To reimburse employees for their expenses, it's necessary to define employees as vendors in the system. The link between employees and vendors can be made on the CRM account screen. Once an employee is a vendor, you can create vouchers for their expenses during the worksheet approval process. Reimbursement checks can be written against these vouchers.

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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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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 link a project to a customer?

Projects can be linked to customers using the relationships link on the customer screen. Simply locate the CRM account for the customer and then save the project once you've entered the information. When you link projects and customers you gain the ability to specify special billing rates for customers by project. You can also report on projects by customer.

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What are incident status colors?

Incident status colors make it easier to quickly identify the incidents you are looking for. To assign a color to an incident status, simply type the name of the color (or its hexadecimal equivalent) in the field next to the status name. For example, let's say you want all incidents with the status feedback to be highlighted in red. In the field next to Feedback, you could enter either the word red or #FF0000, the hex code for red. Now whenever you view the incident list you will see your color-coding.

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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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What is CRM?

In xTuple, CRM stands for Corporate/Customer Relationship Management. xTuple CRM includes features such as a universal address book, incident management, opportunity management, to-do lists, project management, and more. What makes xTuple CRM especially unique is that it is fully-integrated with xTuple ERP. This means you can organize and manage your CRM data all within the context of a complete business management solution.

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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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Where are priorities used?

Priorities are used by incidents. The priority assigned to an incident helps determine the relative importance of the incident. Sample priorities might include "Very Low," "Low," "Normal," "High" and "Very High."

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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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Are there examples of customer groups?

One option would be to define customer groups by geographic region. For example, you might organize customers by country (e.g., U.S., Mexico, Canada) or by state (e.g., VA, NY, CA). Another possibility would be to create groups that organize customers by sales volume (e.g., small, medium, large). Customer groups are user-definable. You can set them up however you wish.

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As a translator, which xTuple version should I work on?

Generally you should work on translating the most current version of the software. xTuple regularly releases updates to our products, identified by version numbers. Each version may contain new sections or changes to old sections. Generally, translators should translate the most recent version of the product, but if your installation uses an older version of the product you may want to work on translating that version.

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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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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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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 are projects used for?

Projects are a tool used to plan and track activity related to specific jobs. The are built primarily using project tasks, which serve as a container for time and expenses related to the project. You can link projects to various types of orders (Sales Orders, Work Orders, Purchase Orders, etc.) and in so doing generate order activity reports by project. The Project Accounting add-on package for xTuple offers additional accounting features for building robust financial reports for your projects.

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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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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 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 class codes be used in reporting?

Yes, xTuple ERP gives you the ability to use class codes as a filter in a variety of different views and lists. You can also always create custom reports to capture the data you need by class code.

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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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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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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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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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