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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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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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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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How does explosion work?

Work order explosion is the process whereby work order material (and routing) requirements are created for a work order. These requirements are pulled from the bill of materials and routing for the manufactured item. If you choose to automatically explode work orders, these requirements will be created when work orders are created. Otherwise, work orders will have to be exploded manually.

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Is xTuple available in different languages?

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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Why would you add multiple tax codes to a tax assignment?

You would add multiple tax codes to accommodate complex tax scenarios. Example scenarios might include tiered, nested, or cumulative taxes. The behavior of each tax code can be controlled using tax classes, whose group sequence value helps sort the order in which tax codes are applied.

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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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What is an item?

Items are the products or services related to your business. In an inventory business, for example, items would be the products you buy or make or sell. The items in a service business would be the services you provide to your customers. All items must be associated with a class code. The class code is a useful mechanism for grouping similar items together. In addition, items may be sold--or not. If they are sold, items must have a product category assigned to them. Product categories make it possible to group sold items for reporting and also accounting purposes.

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What does "Error on socket 0" mean?

That error typically indicates there is either an incorrect mail server configuration or a network problem of some kind. Check the mail server options in the xTuple Connect menu. Also check your mail server and network routing to make sure all is in order.

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How do I show charts?

To show charts, change the mode to chart in the top left corner. You will then see a selection of charts on the left side.

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What is an RFQ?

RFQs are requests for quotations. When an organization is looking into the possibility of buying a product or service, they may issue you a request for quotation. You will respond to the request by issuing a quote from xTuple. If your quote is accepted, you can convert the quote into a sales order.

Hint: The terms quote and quotation are used interchangeably because they are the same thing.

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Where does the invoice number come from?

The next available invoice number is defined in the sales configuration. Depending on your numbering policy, invoice numbers will be created either manually or automatically.

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Are tax assignments required?

Yes, tax assignments are required if you want xTuple to automatically calculate taxes for you. If you do not bill customers for taxes, then tax assignments are not required.

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Can I protect sensitive employee information?

Yes, you can control access to sensitive employee information using privileges. The privileges controlling access to employee information can be found in the System module set of privileges. Users who have not been granted privileges to view or maintain employee information will be blocked from seeing that information. At the same time, you can selectively grant privileges to users whose job role requires them to maintain employee information.

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Can I report on activity by site type?

Yes, you can write custom reports to capture information about your sites according to their site type.

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Can multiple sales reps be assigned to a customer?

By default, each customer is assigned a single sales rep. However, the system supports tiered commissions, split commissions, and more with the addition of the xTuple Enhanced Commissions package.

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Does it matter which account type I choose?

The account type is informational only and does not impact banking transactions. However, you can use the account type to help you distinguish between the different kinds of bank accounts you may have. For example, one account might be your checking account. Another might be set up as your credit card account, to be used whenever you process credit card transactions.

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How can I learn more about project accounting?

The topic of project accounting is covered in some detail in the manual Managing Projects with xTuple. The book can be read online for free or purchased for download through the xTuple MarketPlace.

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Can I use multiple currencies?

Yes, xTuple software is multi-currency. This means you can use xTuple to conduct business in any currency you wish. A base currency is defined for each database and is your currency of record. After a base currency is established, you can add as many foreign (i.e., non-base) currencies as you like. Then you can perform transactions using any of the currencies you have defined. The system automatically converts all foreign currency transactions to the base currency, using exchange rates.

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Do ship zones support regional pricing?

Yes, regional pricing is supported using ship zones. To create regional pricing, go to the pricing schedule interface—where it's possible to create special pricing for individual (or multiple) ship zones.

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What is the best way to add a state?

Because states are linked to countries, the best approach is to select the country first. Once the country is selected, the list of that country's states (if available) will be presented to you. At that point, simply select the state you need and you're done. For example, if you enter the United States as the country, the list of states will be limited to the 50 U.S. states.

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Can I clock into a shift without clocking into a work order first?

Yes, you can clock into a shift without first clocking into a work order. That's how you document you've started your shift in cases where work orders aren't immediately available to clock into. When work orders become available, you can clock into them later in your shift.

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What is a person's last name?

On the contact screen the contact's last name is also referred to as their surname or family name. On the other hand, the first name refers to their given name. The system only requires you to enter one name—first or last. However, it is common to enter both.

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When do I use receivable debit and credit memos?

Debit and credit memos are accounting documents used to adjust the receivable balances of your customers. Debit memos (like invoices) are used to indicate when your customer owes you money. Credit memos are the opposite. They are used to indicate when you owe money to your customer. For example, let's say a customer sends you a check for $1,000 but they only owe you $850. This would leave you owing your customer $150, an amount which would be contained in a credit memo.

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How do I open a closed purchase order?

A purchase order is considered closed when all of its line items are closed. To reopen a purchase order, you need to reopen one or more of the closed line items. Once a line item is open, the parent purchase order will be open, too.

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