Mobile Web QuickStart Guide

 

Introduction

Before using this online guide — if you have not already done so — apply for the Free Trial of xTuple ERP. A confirmation email will be sent when your Free Trial account is approved and created, which includes Account information needed to use this guide.

Free Trial provides access to two databases, Demo and QuickStart. The QuickStart database contains basic account data to help you set up your own company in xTuple. This guide is for the QuickStart database. Prefer to work with sample data? Please use the Mobile Web Demo Guide.

Free Trial provides access to these databases via both the Mobile Web application and the classic Desktop client (see xTuple Mobile vs. Desktop). This Guide focuses on modules currently available via the Web: CRM and Project, with more in development. To find QuickStart guides for the xTuple Desktop client, which provides access to ALL modules of xTuple ERP, please see the xTuple QuickStart Wizard and Guide.

After evaluation, learn how xTuple can help your company grow — please contact us.

 

1. Getting Started

The steps on this page guide you through setting up an account and a contact record for your company on the QuickStart database via the xTuple Mobile Web application.

 

1.1. Log in

Estimated Time: 1 minute

To log in to the Mobile Web app, open a Web browser and navigate to http://[CLOUD ID].xtuplecloud.com, where "CLOUD ID" is the name of your Cloud ID provided in the Free Trial confirmation email.

Enter the Mobile Web app username and password included in your Free Trial confirmation email.

Select the QuickStart database, used for entering your own company's data. (There is a separate guide for using the Demo database, which contains sample data for a fictitious company).

 

1.2. Create an Account for Your Company

Estimated Time: 10 minutes

In xTuple, CRM stands for Corporate/Customer Relationship Management. xTuple CRM includes features such as universal address book, incident management, opportunity management, to-do lists, project management, and more. xTuple CRM is especially unique as it is fully-integrated with xTuple ERP, so you can organize and manage your CRM data all within the context of a complete business management solution.

Accounts are entities or individuals with whom you do business (customers, vendors, partners, prospects, etc.) Contacts are the people with whom you interact. Contacts may be assigned to an Account, but this is not required. Think of your contact list as your address book and your account list as a business directory. By assigning Contacts to Accounts, you may better track the people who work at Accounts.

First step: Create an Account for your own business. This will be important later when you add Contacts, Employees, Sales Reps and other information related to your company.

 

1.2.1. Navigate to the Accounts list

In Main Navigation, click on CRM->Accounts to view a list of the Accounts already in the system.

 

1.2.2. Open the New Account screen

Click the "+" button on the top bar to open the New Account screen.

 

1.2.3. Complete the fields in the Overview panel with information for your company.

Account Number: Uniquely identifies the Account. This may be a number, or it text (all caps), or both. For example, "100001", or "COMPANY1" both work.

Active: Leave this box checked so the Account will be active.

Account Name: Enter the full name of your company as the Account Name. This field should not to be confused with the Contact name of an individual at the company.

Type: Leave this as "Organization" unless you are self-employed; you are creating an Account for your company.

Parent: May be left blank.

Owner: This should be set to your User. You are the "Owner" of all Accounts you create.

Primary Contact: This will most likely be you, and we will explain how to add your information in the next section.

Secondary Contact: Another Contact associated with the Account. May be left blank.

Notes: May be left blank.

 

1.2.4. Comments Panel

Comments are time-stamped and identified by the user who created them; they are your running communication log. No need to add a comment now. Certain actions, such as saving a new Account, will automatically add Comments. You may also click "New" at the bottom of the Comments panel to add a Comment at any time.

 

1.2.5. Roles Panel

A single CRM Account may have multiple different roles. Since this Account represents your own company, do not select any Roles. When adding other types of Accounts, though, you will need to use Roles.

 

1.2.6. Other Panels

The other panels on the Account screen, such as Documents, Contacts, To Dos, etc., show different types of entities in the system that are related to this Account. More on these later.

 

1.2.7. Save the Account

For now, save the Account information just entered. Click the blue SAVE button in the upper right of the screen.

 

1.3. Create Contact for the Account

Estimated Time: 10 minutes

You entered one Account, but the Account had no place to enter an Address. Addresses are associated with individual Contacts (and other record types), but not with Accounts. This will make sense later.

In this section, we will enter your first Contact record and associate it with your Account.

 

1.3.1. Open the Contacts list

In main navigation, go to CRM->Contacts to view a list of all active Contacts in the system. There is one sample Contact.

 

1.3.2. Add a New Contact

Click on the "+" at the top of the Contacts list screen (above) to open the New Contact screen (below).

Complete the fields in the Overview panel.

Number: Displays the system-defined number used to identify the Contact. You cannot edit this number.

Active: Keep this box checked.

Name: Enter details for your name. (If you will be the main contact.)

Relationships: Owner — Enter your User name

Account: Start typing the Account Number entered for your company in the previous section. The Account number will automatically complete as you type. Or click on the small arrow in the field to access the SEARCH option.

Address: Addresses are stored separately from Contacts, so you may enter an address once and associate it with multiple Contacts, Customers, Vendors, etc. Since no addresses have been entered yet, do so now in the Address section of the Contact screen. Click Edit to open the Address screen. The Edit Address window will pop up. Enter the Address here.

Fill in the Address details and click Done.

Information: The next section allows you to enter information about the Contact. You may need to slide the panel up to see all of the fields.

Enter your job title, phone, alternate phone and fax.

The email address field is different than other fields. Type in your main email address in the field. If more than one email address for the Contact, navigate to the Email Addresses panel and enter multiple addresses there.

 

1.3.3 Notes

Add a Note, if you like, or leave this field blank.

 

1.3.4. Other panels

Similar to Accounts, the Contacts screen has multiple panels. As you move to the right, panels are available to associate your Contact record with other types of records such as attached documents, as well as CRM activities such as To Dos, Opportunities and Incidents. All information is interconnected — part of the power of xTuple.

 

1.3.5. Save the Contact

This time, use a different method to save the information entered. Click APPLY rather than clicking the blue SAVE button. The SAVE button would save the record and take you back to the Contacts list screen. APPLY saves the information entered and keeps you on the same screen. Stay on this screen for the next step where we will create a new To Do from within the Contact record.

 

1.4. Create a To Do related to the Contact

Estimated Time: 10 minutes

In this step, we create a new To Do related to the Contact record created in the last step. The standard route would entail navigating back to the top of the main navigation, opening the To Do list and clicking on "+." Instead, you can easily navigate among different record types, creating relationships among documents as you go.

 

1.4.1. Open the Contact

First, open the Contact record just created. (CRM->Contacts->click on your record)

 

1.4.2. Find the To Do panel

Access the To Do panel on the Contact record in two ways. Click on the To Do link in the menu on the left side of the screen. Or slide the panels over one by one from the right until you reach the To Do panel.

 

1.4.3. Create a new To Do

At the bottom of the To Do panel are several buttons. You may create a new To Do or attach an existing To Do to this Contact. Most panels have similar options, allowing you to quickly navigate throughout the app.

Click the "New" button at the bottom of the To Do panel to open the new To Do screen.

Create a To Do as a reminder to finish the setup of your company using the Desktop client. Enter the following information:

Name: "Finish QuickStart Setup"

Description: "Get Desktop client and continue setup"

Priority: Very High

Due Date: Enter "+7" and hit the TAB key. This will set the date to one week from today.

Start Date: Enter "0" and hit the TAB key. This will set the date to today's date.

Assign Date: Enter "0" and hit the TAB key. This will set the date to today's date.

Complete Date: Leave this blank.

User Accounts: Owner and Assigned To should both be set to your User name.

Notes: Copy and paste the text of step 2 ("Continue Your Setup Using the Desktop Client"), below, into the Notes field.

 

1.4.4. Save the To Do

Click the blue SAVE button to save the To Do and return to the Contact record. Save the Contact to return to the Contacts list.

 

2. Continue Your Setup Using the Desktop Client

You have successfully completed the first steps for setup of your company in the QuickStart database. Continue your setup process with the xTuple Desktop client.

 

2.1. Download the Desktop Client

Estimated time: 5 minutes

Your Free Trial account may be accessed by both the Mobile Web application and the Desktop client, to experience all of the features of xTuple.

Note: This part of the setup must be done on a desktop or laptop computer running Windows, Mac OS or Linux. The Desktop client software is not optimized for mobile platforms.

  1. Download the xTuple Desktop client for your operating system or platform.
  2. Run the installer to install the client software on your computer.
  3. Note: The installer includes another way to apply for a Free Trial account. If you have already applied, there is no need to do this again. Select "I already have a Free Trial account" to skip the application process.

 

2.2. Login with the Desktop Client

Estimated time: 1 minute

Launch the Desktop client after it has installed. Login details were included in your Free Trial confirmation email. Complete the fields for Username, Password, Server, Port, and Database. Once entered, the login screen remembers most of this information. You only need to enter your Username and Password in the future.

Desktop Client Login Fields

 

2.3 Use the QuickStart Wizard to Continue Setup

Estimated time: 1 day

Once connected with the Desktop client, follow the steps in the Desktop QuickStart Wizard and Guide to continue setup of your company. Begin at Chapter 2. Basic Setup. It may take more time than estimated to complete all steps in the QuickStart Guide, depending upon how much data you wish to enter. When completed, you will have a fully functioning ERP system, ready to use for your business.

The QuickStart Wizard and Guide will help you setup the system yourself. ERP systems offer many options, and require a fair amount of input, especially in the setup phase. If you need assistance, please contact demo@xTuple.com.