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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 do I handle customers who have multiple tax zones?

The way to handle customers with multiple different tax zones is to use ship-to addresses. Tax zones can be defined for each ship-to address. In this way, whenever you ship to a different customer address you can be sure the correct tax zone will be used.

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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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How is the vendor unit ratio used?

The unit ratio specifies the ratio between inventory and vendor units of measure (UOM). For example, if you stock an item in single units, but a vendor sells you the item in cases of 12, then you would enter "12" as the vendor unit ratio (i.e., 12:1). If the ratio is 1:1, then enter "1" as the unit ratio. Having a defined vendor unit ratio allows you to purchase inventory in the vendor's UOM. However, on receipt that inventory will be converted automatically to your inventory UOM.

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Where do sales categories get used?

The primary use for sales categories is to account for miscellaneous (i.e., non-inventory) line items on invoices. Sales categories may also be used optionally on the following document types: receivable credit/debit memos and cash receipts.

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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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What are characteristic types?

Characteristic types control the behavior of characteristics—and also their fomatting. The following characteristic types are supported: text, list, and date. The text type is a free-form text string. Text type characteristics have access to the input mask and validator options. The list type should be used to present a list of possible values. The date type supports date strings. The formatting of date type characteristics conforms to the user's locale.

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How do I become a translator for xTuple?

If you are interested in getting involved with xTuple user interface translation, please review the following articles: Starting a new translation project and Getting and Using xTuple Translation Files. Translators will also find useful the Translation Glossary, which provides explanations of unfamiliar words/terms found in the user interface.

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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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Are item groups required?

No, unlike class codes or product categories, item groups are not required. Only use them if you need an alternate way to categorize your items not already offered by the other grouping methods.

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Do all accounts need parents?

No, the parent account feature is optional. You would only use it for accounts that are sub-accounts. For example, you might have customers TTOYS-SE and TTOYS-NE that are regional branches of Tremendous Toys. In this case, you would link Tremendous Toys as the parent for both TTOYS-SE and TTOYS-NE.

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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 do I enter my opening balances in the General Ledger?

We recommend entering G/L Chart of Account opening balances using one of two possible methods described in the document Entering Opening Balances.

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Can files be linked to opportunities?

Yes, you can link files or other documents to opportunities using the documents tab. Simply browse for files on your system and then attach them. You also can attach other documents (e.g., CRM accounts, incidents, items, etc.).

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How do translation files work?

To learn more about how translation files work, please see the article "Getting and Using xTuple Translation Files."

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Can customers belong to more than one customer group?

Yes, customers can belong to multiple customer groups. There is no limit to the number of groups a customer can be attached to.

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Do tax zones work the same for customers and vendors?

Yes, tax zones work the same way for both sales and purchases. Tax zones help define the amount of tax charged in either scenario.

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Why can't I enter a credit card receipt?

When entering credit card receipts, make sure you've selected credit card as your cash receipt funds type. Second, check with your system administrator to verify your site is configured to use credit cards. Some set up may be required.

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Why do I need opportunity sources?

Opportunity sources are valuable because they tell you where your leads are originating from. By analyzing your lead source information, you can identify which opportunity sources are the most (or least) successful for you. For example, if you're running a commercial on the radio--and it's generating dozens of opportunities for you--then you might want to consider buying radio ads. 

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Can I change the customer on a sales order?

No, once you link a customer to a sales order that relationship cannot be broken. If you enter a customer number in error, your best option is to delete the sales order and start over.

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Can my customers update their My Account info on the xTupleCommerce site?

Absolutely. When a user logs in to the xTupleCommerce site, they are redirected to their My Account page.  If they are already logged in and have started navigating to other content, they can click the My Account link at the top of the window.

Once they are on their My Account page, they can select the Edit tab to update their primary contact information.

If they want to manage their Shipping Addresses, they can select the Shipping Addresses tab within their My Account page. From there, they can add a new shipping address or update an existing shipping address. 

Note: Customers are not able to update their billing address in their My Account page. That will need to be done in the ERP.

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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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How are discount days used?

Discount days specify the number of days within which a payment must be made to take advantage of any terms discount. For example, if your terms are 2% discount in 10 days, net 30, then the discount days would = 10—in other words, the discount applies if paid within 10 days.

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If I don't manage inventory do I need cost categories—or item sites?

The short answer is, no. If managing inventory is not part of your business, then you don't need cost categories—or by extension, item sites. It is possible, of course, to have a mixed environment. Many service businesses will handle some inventory. And inventory-focused businesses will have some number on non-inventory parts. xTuple supports all these scenarios.

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What size should my product related images be for them to fit correctly on my xTupleCommerce website?

To ensure that your product-related images appear properly on the xTupleCommerce website, we suggest using the following sizes:

Item Group Image Sizes

  • Item group image - 160px wide x 90px tall

Product Image Sizes

  • Horizontal Product Image - 1000 x whatever is needed
  • Vertical Image - whatever is needed x 1000
  • Maximum Size - 1000 x 1000
  • Minimum Size - 360 x 360

More information about Product Images

The product images are added to the item master in the ERP. The images are automatically resized for the various places they are used which include:

  • All Products Page (thumbnails)
  • Product Details - Main Image
  • Product Details - Thumbnails
  • Product Details - Magnification
  • Suggested Items (thumbnails)

To optimize the user's experience we suggest using large images (maximum of 1000px x 1000px) then letting the system scale them down.

All Products Page - The space that is available for images on the All Products page is 260 x 135. Images that are larger will be sized down to fit in this area and stay in proportion to the original size.

Product Details Page - The space that is available for images is 360 x 360 however, larger images can be used. If the Product image is larger than 360 x 360, when the user rolls over the image with their cursor, a “Magnifying Glass” will zoom into the area that the cursor is over.

Recommended Product Image Size - The best product images are in ratio to 237x125. This size is a perfect fit for the Products page. If you increase this to be a perfect fit for the Product Details page, the size would be 360 x 190. Images in ratio to these sizes will render the best on the website. The ideal Product Image size is 1000 x 528, but we understand not all product images will fit into that space in an optimal fashion.

More image information

To learn more about Image Sizes for xTupleCommerce, see this xTupleU article

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