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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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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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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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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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Why are some users inactive?

There are times when you may want to disable a user account. This may be true, for example, when employees leave your company. Even though you no longer employ the person, you may still need reporting related to them. Making a user inactive also gives you the flexibility to make the user active at a later date. By contrast, when you delete a user from the database, records related to them are lost.

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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 does xTupleCommerce secure credit card transactions?

Both the xTupleCommerce system and the ERP both integrate with a secure credit card payment gateway. The following graphic provides a high-level illustration of how the process works:

 

 

  1. xTupleCommerce sends the submitted credit card information and requested amount to the Credit Card (CC) Gateway to check for a pre-authorization (preauth).
  2. The CC Gateway confirms that the requested amount is available on the credit card and provides a token for the preauth.
  3. xTupleCommerce sends the preauth token to the ERP along with the sales order.
  4. The ERP sends the token to the CC Gateway asking to confirm the preauth for the exact amount of the sales order.
  5. The CC Gateway confirms that the preauth is still valid
  6. The ERP sends confirmation of the order to the CC Gateway and requests that they charge the credit card with the exact amount.


When storing a credit card on file, xTupleCommerce uses the CC Gateway tokens that represent the credit card information and customer data. In addition, the "Blowfish Security" algorithm for encrypting sensitive information is used in the PostgreSQL database, on the ERP side. This ensures that the customer information is never passed or stored as plain text, but rather as an encrypted string of letters and numbers that serve as a key to unlock that information. Without a direct connection to the CC Gateway system through the API integration, the keys are worthless, thus preventing attackers from obtaining the sensitive information.

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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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What IP address should I put in my pg_hba.conf file?

That's called CIDR notation. Here's a handly calculator for figuring out an appropriate value: http://www.subnet-calculator.com/cidr.php.

You need to know a little about the network you're setting the server up on and a bit about subnetting. A client may need to allow various networks to connect - they may have several subnets, etc - each network from where you want to allow connections from needs to have an entry in the pg_hba.conf, or at least a rule that fits. 0.0.0.0 is a catch-all - any address will match with that rule.

But, suppose you have a remote office, with a fixed IP on their router - all traffic from inside the office goes out with the same WAN IP of that router, say the WAN IP is 129.42.60.216 - that's a single address from a single device. So, on your postgres server where they are connecting to you would create a pg_hba.conf entry similar to:

host all all 129.42.60.216/32 md5 /32
is the same as
255.255.255.255 ( 1 address) /24
is the same as
255.255.255.0 (254 addresses)

Also, keep in mind that the pg_hba.conf file is read top to bottom. As soon as Postgres finds a rule that allows access, it stops reading rules - so make sure your access rules make sense. You can do all sorts of interesting things with the pg_hba.conf. Read the comments at the top of that file.

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Do all items need to be organized in the product catalog for the xTupleCommerce website?

Not every item needs to be organized into your product catalog for it to appear on the xTupleCommerce website. Technically, as long as the attribute to be visible on the website is selected on the item master, then the item will appear on the website. However, it will only show up on the products list and also when a user searches for a word that matches the title, subtitle, description, or product details. Because of this, we generally recommend that you organize your items in the product catalog, to make it easier for users to find them.

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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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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 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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How long does xTuple store my backups?

xTuple stores a minimum of the 5 most recent backups plus one backup each week for a minimum of 1 year. Because of network related problems the most recent backups may not always be consecutive by day.

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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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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 are some tax types system-defined?

There are two system-defined tax types: freight and adjustment. Since both tax types generally impact an entire order, they can operate without being linked to specific item records. By contrast, user-defined tax types must be linked to item records. Using the freight tax type, you can create tax assignments to calculate freight taxes by tax zone. The adjustment tax type is used whenever you create a miscellaneous tax adjustment during order entry.

 

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Are opportunity stages required?

Yes, an opportunity stage is required when creating an opportunity. That means you must have opportunity stages defined before you can successfully save an opportunity.

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Can I change the list of countries?

Yes you can add and delete countries. You can also make changes to existing countries' settings. Use this with caution though, because a non-standard country will not have the available states and provinces by default.

Hint: Use the limit to list setting in off mode to prevent changes to the list of countries.

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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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In the tax system, how is the calculation basis used?

The calculation basis is used to determine how taxes should be applied. Choose the base price option to have taxes calculated off the base price of sold items. For those requiring more complex tax scenarios (i.e., nested taxes or "tax on tax"), the calculation basis can be linked to any other tax code which uses the same tax class. When another tax code is chosen as the calculation basis, taxes will be calculated against the derived amount from the referenced tax code.

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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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Can the customer number be different from the CRM account number?

No, the customer number and the CRM account number are linked and must be the same. The CRM account serves as a kind of parent having several different possible children. Because of this linkage, a single business entity can be stored in xTuple as both a customer and a vendor. This helps to simply and cover the cases where you sell to one company as a customer, but you also buy from them as a vendor.

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Do you have any freight class examples?

The names given to freight classes are user-defined in xTuple. This means you can set up freight classes however you want to. Some examples of freight classes could include bulkbreak bulkcontainerair, etc. You could also model your freight classes after the National Motor Freight Classification (NMFC).

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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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