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Use the Boon of Field Change Automation Notifications

Can you think of a situation in your business when you needed to know that a specific field was changed? Did you waste time checking for updates?

Or when any Sales Orders goes off Hold and became ready for you to buy/build/service?

When a specific Lead had a follow-up note from your sales representatives?

When there is any AP Check created more than $1,000?

The possibilities are endless but surely, you can do these through Business Intelligence tools like SQL queries, report designers, PowerBI dashboard items or the much better alternative to SQL in Acumatica: Generic Inquiries. But these can all be costly options that do not address the underlying need: to be notified exactly when a specific change occurs.

This is where Acumatica’s Automation Notification feature comes in: an even simpler but powerful method to get those needed notifications.

Automation notification empty.
You can use this form to configure private and public notifications about record changes.
Private notifications are configured to be received by only particular recipients.
Whereas, public notifications are configured for typical changes that might occur in documents of a specific type, and users can sign up to receive notification emails about these changes in particular documents.
You can create and use email templates with data fields that pull from the actual entry you are monitoring. An entire report can even be sent for the entry, in PDF format or even light-weight HTML that you see on the email itself.

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Monday Mini-Lesson: Numbering Sequences

Quick Q&A time:

Note below that the Start Number, End Number, Last Number, and Warning Number are all required to be in a matching format: the same number of digits and prefix: (Not shown here: A series of numbering sequences (one per row) can also be set for various date cycles.)

The second part of this answer is also correct. Here is where you may specify the numbering sequence for the sundry AP documents:

Hope you enjoyed that, let us know any questions/comments below!

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Monday Mini-Lesson: Emailing an Order

In Acumatica ERP, Quotes and Sales Orders–and any custom Order Types you may have setup–are all sent through the Sales Order screen.
Here is my filled out Sales Order:


Now… how do I email this to the customer?

  1. Click Reports > Print Sales Order/Quote. The report will show. Click Send. The email will show with attached report and fields auto-filled from the configured report file. You may modify the Message, To, CC, BCC, or any of the fields before clicking Send.
  2. Click Actions > Email Sales Order/Quote. The email will be automatically generated and sent as shown above.

After the message is sent out and the customer receives it, this is what the customer will see (if they use Outlook):


If you need to internally review all the emails sent out, go to the Sent screen and you can see that as well. You can filter and sort things as usual here.


Hope you enjoyed all that. Feel free to comment or contact us below.


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Monday Mini-Lesson: Schedule an Acumatica E-Mail Report

While you are getting your morning coffee, you would like to see a report of critical items, stock shortages, overdue customers, internal activities, etc. …  and in HTML format.

With Acumatica, this schedule is very easy to create and modify (once the report is built). Below is an example using the “Daily Activity Summary” report I created.

  1. Go to the report just as if you were going to run it. Fill in the email information and click Save Template, giving your template a name.
  2. Click Schedule Template. The schedule  will automatically be pre-filled with the necessary Conditions. Set a timing for the schedule in the Dates and Hours tab and click save…


… And you’re done! The report will automatically be sent to email at the designated time like so:


Thanks for reading. Leave a comment or contact us below for a demo.

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Monday Mini-Lesson: Sales Order <--> Purchase Order Link

Distribution suite of Acumatica has a helpful feature useful for auditing and complicated Sales Order and Purchase Order links. Let’s see how it works.

I start by creating a Sales Order. Notice that the PO Link button is disabled and the Mark for PO is also disabled (unchecked):


At this stage, because I checked Mark for PO, the PO Link button is enabled. Next, I click Create Purchase Order to quickly create a PO for this SO (and link it together as we will see).


I hit Process All to automatically create the Purchase Order:


On the Purchase Order itself, I can click the View SO Demand button and see the Sales Orders linked to this particular item:


Going back to the originating Sales Order, the PO Link button shows me the Purchase Orders linked to this particular item. I can link and unlink the item to any other Purchase Order:

Thanks for reading. Leave a comment or contact us below for a demo.

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Acumatica Reporting Tools Architecture

For all your accounting and BI needs Acumatica has 3 types of reports:

  • Financial Report Writer (ARM) reports:
    • High-end, easy-to-make accounting reports for the non-technical.
    • Entirely made and used in the web app: no need to leave your browser or phone to make modifications.
  • Generic Inquiry Designer (GI) reports:
    • Customized entirely in the web app.
    • OData compatible SQL queries on training-wheels… No need to leave your web app to make easy, on-the-go SQL queries!
  • Acumatica Report Designer reports:
    • Much more customizable.
    • Designer is similar to Crystal Reports.
    • Exportable as Excel or PDF directly from the web app.

Here is some architectural information about the three:


Got any questions? Please comment below.

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Barcodes in Acumatica ERP

Looking for a barcode system and accounting system/cloud ERP?

For this, Acumatica ERP has the Cross-Reference, sitting right on the master item list:

Customer Part Number, Vendor Part Number, Global, and the hailed Barcode can all be placed directly in the Cross-Reference tab–as many as you want.

From here, any report can be easily made to show the Barcode that said item belongs to.

Some other advanced things possible are creating an auto-generated QR code linking directly to the Items screen or even having the images of the item show on the report.

Below is a report I made with a (1) QR code link, (2) item’s Barcode, and (3) pictures attached to the Item Master:


Images and barcodes can be integrated with any other system… the sky is the limit.

Contact us below and ask us for a demo.

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Why Acumatica ERP / CRM

Customizable CRM, Inventory, and BI All-In-One

Acumatica is a one of the easiest ERPs to use, learn, and customize. When it comes to ERP, people are looking for 3 main things: CRM (customer relationship management), inventory management, and business intelligence. There are many tools out there to accomplish each of these things individually but Acumatica does all of them within one customizable interface that can be hosted anywhere.

There are many similar systems that have an integrated system like this available online.

So what is unique about Acumatica? Other than the fact that it is an official accounting system, here are my favorite things, in no particular order:

  • Almost everything–customization and even log tracing–are done in same place that you use the application: your web browser. (No need to hire expensive ABAP programmers like in SAP to modify the business logic layer or add new fields.)
  • There is extensive explanation of every field for every page–one click away on the page.
  • Even novice users that know some SQL can create basically new screens and business intelligence views… which can then be used in dashboards, easily accessible data downloadable into Excel with a single click, made into reports, and more..
  • Easy to use data import/export.

These kind of features would never be achievable in most web platforms today and customizing your software is definitely not something that could be as easily taught.

Anyway, let’s take a few steps back. Here is a video explaining the platform and hosting options:

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ERP on the Cloud – What is it?

Do you know what you need to look for when it  comes to business software?

Read this guide for more info on:

  • What is the cloud? What does it mean to use “cloud-based” systems?
  • Is business intelligence more than just an executive dashboard?
  • What automated tools are out there for better managing inventory?
  • Business applications that run in the cloud
  • The differences between SaaS and on-premise business applications
  • Saas deployment options: single-tenant or multi-tenant
  • Why you should beware of legacy applications “re-engineered” for the cloud
  • Choosing the right deployment option for your company

You will also learn about Business Intelligence:

  • How business intelligence works
  • The robust reporting found in business intelligence
  • How to combine related data into meaningful metrics
  • How creating your own analysis provides for a deeper understanding of key data

You will learn about Inventory Management:

  • Bar-code data collection
  • Cycle counting
  • ABC Analysis
  • Integrated planning and execution
  • Lot tracking and traceability

Have any questions? Need a demo? Let us know.

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