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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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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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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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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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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 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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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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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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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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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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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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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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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 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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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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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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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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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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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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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 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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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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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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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 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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