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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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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 sort the order of the promo images on my xTupleCommerce website?

Yes, the sort order of promo images is managed on the xTupleCommerce website.  After logging into the xTupleCommerce website, navigate to Admin > Structure > Nodequeues.  You'll see a list of the nodequeues for your site. One of the operations you can perform is View. 

You can reorder the carousel images by moving the image records up or down,  using the arrows on the far left.  Make sure you save when you're done, otherwise the new order will not apply.

Note: In order to add a carousel image, you will need to create it from the promo content type first. 

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Does xTuple support drop shipping?

Yes, support for drop shipping is included in commercial editions of xTuple.

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What are reason codes?

Reason codes provide a means for explaining to customers why they are being given sales credit. They are also useful for reporting purposes, as they help explain more why associated documents were created.

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Can I prevent automatic discounts?

Yes, if you don't want the system calculating price discounts for you, then turn off the allow price discounts option. When this option is turned off, the system will always use the list price for sold items.

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Should I enable routings?

If you want to the ability to track production labor costs on an operation-by-operation basis, then you need to turn on routings. Routings provide the most granular method for tracking labor costs. If granular tracking of labor costs related to production is not a concern, then you can keep routings disabled.

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How do I organize my to do list?

It's easy to organize your to do list using filters. For example, let's say you want to view all the to dos assigned to you. When you enter your user name into the Assigned To field, the to do list will automatically update to show only those to dos where you are the assignee. In this way you can sort and re-sort your to do list using any of the available criteria.

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How many sales categories do I need?

The number of sales categories you need depends on how granular you want your sales accounting to be. You can get by with only one—or create multiple to provide detailed accounting for a wide range of sales scenarios.

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What is the importance of incident categories?

The category is the highest level grouping option available for incidents. The category describes the kind of incident an incident belongs to. For example, you may define categories for "Customer" and "Vendor" to distinguish between incidents belonging to each group. You can filter incidents by category using the advanced search feature. This makes it possible to view all your customer incidents or all your vendor incidents, for example.

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Can one item have multiple item sites?

Yes, items can be located in multiple sites. For example, in a manufacturing environment, you might require an item to be located in a factory, a quality shop, and a storage warehouse. Distribution companies locate items in multiple warehouses, allowing them to transfer inventory between sites as the need arises. Keep in mind, though, you must be running a commercial edition of xTuple to have access to multiple sites. You can read more about the different xTuple editions on our comparison page.

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How do I fix 'ERROR: function “xt.js_init” does not exist' when upgrading to xTuple ERP v4.x?

This is a problem with certain combinations of xTuple ERP upgrade packages and plv8. The solution is to run the following SQL script before upgrading:

-- xtuple/lib/orm/source/create_xt_schema.sql
do $$
declare
count integer;
query text;
begin
/* Only create the schema if it hasn't been created already */
perform *
from information_schema.schemata
where schema_name = 'xt';

get diagnostics count = row_count;

if (count > 0) then
return;
end
if;

query =
'create schema xt;';
execute query;

query =
'grant all on schema xt to group xtrole;';
execute query;
end; $$ language
'plpgsql';

-- xtuple/lib/orm/source/create_plv8.sql
-- dummy function avoids forward reference bug with some plv8 versions
CREATE OR REPLACE FUNCTION xt.js_init(debug BOOLEAN DEFAULT
false, initialize BOOLEAN DEFAULT false) RETURNS VOID AS $$ BEGIN RETURN; END; $$ LANGUAGE plpgsql;

CREATE EXTENSION IF NOT EXISTS plv8;
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Why can't I choose my bank account when writing checks?

If you don't see the bank account you want when writing a check, make sure the bank account is set up to be used by payments. A bank account must be enabled to be used by payments—otherwise, the bank account won't be available when you write checks.

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Is it possible to have more than one site?

Yes, most commercial editions of xTuple allow unlimited sites. The PostBooks® edition limits users to one site. You can read more about the different xTuple editions on our comparison page.

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How do I edit MetaSQL without rebuilding the entire database?

You can edit MetaSQL from inside the Desktop client, by navigating to System > Design > MetaSQL Statements.

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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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Are there examples of customer groups?

One option would be to define customer groups by geographic region. For example, you might organize customers by country (e.g., U.S., Mexico, Canada) or by state (e.g., VA, NY, CA). Another possibility would be to create groups that organize customers by sales volume (e.g., small, medium, large). Customer groups are user-definable. You can set them up however you wish.

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Can I change the sequence for incident numbers?

Yes, by simply typing a new number in the incident's next number field, you can change the incident number sequence. Keep in mind that incident numbers must be numeric—and you cannot use the number of an incident that already exists.

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How do I install uuid-ossp?

The extension uuid-ossp is distributed with most newer versions of PostgreSQL. To confirm your PostgreSQL installation includes the extension, check for the uuid-ossp files in the following directory: install_directory\PostgreSQL\9.x\share\extension\.

Assuming the extension is installed, simply run the following SQL statement against your target database:

create extension if not exists "uuid-ossp";

You should add the entension to each database you use. Also add it to the template1 database, so that any future databases you create from template1 will inherit the extension.

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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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What do the different work order statuses mean?

Open ("O") is the initial state a work order receives when it is first created. Work orders are considered exploded ("E") once material requirements (and routings) have been generated for the order. Released ("R") is the status work orders reach when they have been released to the shop floor. Some actions—such as time clock entry—cannot be performed until a work order is released. Work orders are considered in-process ("I") once material requirements have been issued to the order. Closed ("C") is the final status reached when a work order is closed.

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What is XSLT?

XSLT stands for Extensible Stylesheet Language Transformations, which is a part of the XSL family defined by the World Wide Web Consortium (W3C). To learn more, please see our article describing a simple XSLT example.

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Can privileges be assigned on top of roles?

Yes, you may assign extra individual privileges to users who also have a user account role assigned to them. For example, let's say one of your users is assigned to a customer service role—but because she is a supervisor, she needs a few additional permissions. In this case you could either A) create a new supervisory role or B) add the individual privileges the user needs beyond the standard role.

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How do I convert quotes to sales orders?

To convert a quote to a sales order, navigate to the list of quotes. From the list, select the quote you want to convert and then choose the convert option from the menu. All the quote information will automatically transfer to the sales order. To locate the sales order you created from the quote, navigate to the list of sales orders.

Hint: If you've written a quote for a prospect rather than a customer, you must first convert the prospect to a customer before you can convert the quote to a sales order.

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