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Are freight classes required?

Freight classes are only required if you are using pricing schedules to automatically calculate freight charges during sales order entry. Pricing schedules include freight classes as one factor in their pricing matrix. Using this matrix, it's possible to define pricing schedules by freight class.

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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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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 prospects converted to customers?

To convert prospects to customers, first navigate to the CRM account associated with the prospect. Then locate the CRM account's role panel. From the role panel, select the customer option. This will convert the prospect record to a customer record.

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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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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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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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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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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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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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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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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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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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Where can I find reporting by department?

The employee search screen allows you to filter employees by department. You can also write custom reports to include department and other 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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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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How do I enter a symbol for my currency?

You can enter international currency symbols using standard keyboard shortcuts on your computer. For example, using a Windows keyboard, the Euro currency symbol (€) can be created with ALT + 0128. You can also simply copy a currency symbol from another website and paste it directly into xTuple.

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How do freight classes impact freight pricing?

Freight classes are one part of the matrix making up freight pricing schedules. Other parts of the matrix include shipping zones, sites, ship vias, and weight. Freight classes are linked to items on the item master—where other important information (such as item weight) is also stored. It is this link to item records which gives freight classes their greatest impact on pricing schedules. You can learn more about freight classes and pricing by reading the freight pricing specification.

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How are employee groups used?

Employee groups are used to assign employees to various categories for reporting and other purposes. Since employee groups are user-defined, you can set them up any way you wish. For example, employee groups might be created for geographic regions (U.S., Europe, Asia, etc.) or commuting preferences (car, bike, public transportation, or telecommute).

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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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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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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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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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Are incident severities configurable?

Yes, you can define your severities in any way you wish to meet the needs of your organization. And there is no limit to the number of severities you can create.

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