system administration training guide · the customer management module provides the customer...

System AdministrationTraining Guide

S120 Configuration Settings

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Certification Course Prerequisites

You will perform the hands-on exercises in your installed copy of Acumatica in an “Empty” company ID (without the “Demo” or “Template” DATA).

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Table of contents

Certification Course Prerequisites................................................................................................................. 2

Common Settings .......................................................................................................................................... 7

Acumatica ERP Components Activation ........................................................................................................ 7

Learning Objects: ............................................................................................................................... 7

Questions .................................................................................................................................... 10

Identifier Segmentation .............................................................................................................................. 11

Learning Objects: ............................................................................................................................. 11

Identifier Segmentation .......................................................................................................................... 11

Built-in Segmented Keys.................................................................................................................. 11

Segmentation Options..................................................................................................................... 12

Inheritance in Relation to Keys ....................................................................................................... 13

Object Creation ............................................................................................................................... 13

Segment Validation for Creating Accounts and Subaccounts ......................................................... 13

Validation of Accounts and Subaccounts on Data Entry Forms ...................................................... 14

Business Accounts ................................................................................................................................... 14

Identifiers for Business Accounts .................................................................................................... 15

Using BIZACCT Directly for Vendors, Customers, and Employees .................................................. 15

Configuring Separate Identifiers for Vendors, Customers, and Employees .................................... 15

Using Parent Accounts .................................................................................................................... 16

Multiple Numbering Sequences .............................................................................................................. 16

Numbering Sequence Parameters .................................................................................................. 16

Format of Identifiers ....................................................................................................................... 17

Subsequences .................................................................................................................................. 17

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Usage Tips ....................................................................................................................................... 18

Input Validation Options ......................................................................................................................... 18

Using Input Masks ................................................................................................................................... 18

Postal codes ..................................................................................................................................... 19

Personal Settings of Users ....................................................................................................................... 19

Personal Information....................................................................................................................... 19

Password Settings ........................................................................................................................... 19

Personal Certificate ......................................................................................................................... 20

Email Settings .................................................................................................................................. 20

Excel Settings ................................................................................................................................... 20

Favorites .................................................................................................................................................. 20

Adding Favorites .............................................................................................................................. 20

Using Favorites ................................................................................................................................ 21

Removing Favorites ......................................................................................................................... 21

Organizing Favorites ........................................................................................................................ 21

Hands on – Segmented Keys ................................................................................................................... 23

Hands on – Define Segment Values (Entering codes by hand) ................................................... 25

Hands on – Define Segment Values (Upload Codes) ................................................................... 27

Hands on – Define Numbering Sequence ................................................................................... 29

Hands on – Define BizAccount .................................................................................................... 29

Common Settings Form Reference ............................................................................................................. 32

Enable/Disable Features ................................................................................................................. 32

Segmented Keys .............................................................................................................................. 32

Segment Values ............................................................................................................................... 32

Numbering Sequences .................................................................................................................... 33

Countries/States .............................................................................................................................. 33

Daylight Saving Settings .................................................................................................................. 33

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User Profile ...................................................................................................................................... 34

Favorites .......................................................................................................................................... 34

Email Management ..................................................................................................................................... 34

Learning Objects: ............................................................................................................................. 34

Email Management ................................................................................................................................. 34

System Email Accounts .................................................................................................................... 35

Default System Account .................................................................................................................. 35

User Access to System Email Accounts ........................................................................................... 35

Sending and Receiving Mail............................................................................................................. 35

Using Personal Email Accounts ....................................................................................................... 36

Incoming Mail Processing ........................................................................................................................ 36

Tracking Email Exchange History ..................................................................................................... 36

Activating Incoming Mail Processing ............................................................................................... 37

Email Processing Flow ..................................................................................................................... 37

Notification Templates ............................................................................................................................ 38

Vendor Notifications ....................................................................................................................... 38

Customer Notifications ................................................................................................................... 38

Sales Order Notifications ................................................................................................................. 39

Purchase Order Notifications .......................................................................................................... 39

Email Form Reference ................................................................................................................................. 39

System Email Accounts .................................................................................................................... 39

Notification Templates .................................................................................................................... 39

Emails Pending Processing .............................................................................................................. 39

Send and Receive Email ................................................................................................................... 39

Email Preferences ............................................................................................................................ 39

Hands on – System Email Accounts............................................................................................. 40

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Hands on – Template for Notification ......................................................................................... 42

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Common Settings

The Configuration Settings module enables you to specify settings which are shared across all the

modules of Acumatica ERP. Some of configuration settings, such as segmented keys structure,

numbering sequences you must provide during the initial system setup and cannot modify later. Other

information, such as information about countries and states (provinces), can be added at any time later.

Acumatica ERP Components Activation

Learning Objects:

Learn how to activate and deactivate specific suites, modules or features of Acumatica

Acumatica ERP provides a centralized point for managing activation of the system components. You can

separately activate specific suites, modules, or features of Acumatica ERP. If required, you can also

cancel activation of specific components. You can only cancel activation if that specific component is

not already in use. Following features are available for enable/disable in Acumatica ERP:

Organization Use this check box to select the Organization suite for activation.

Customer Management Use this check box to select the Customer Management feature for enabling. The Customer Management module provides the customer relation management (CRM) functionality including but not limited to lead and customer tracking, business opportunities and case management, contact maintenance, marketing lists and campaign management.

Project Management Use this check box to select the Project Management feature for enabling. After you enable the feature, the system adds the Projects module, which you can integrate with the Customer Management, Time and Expenses, Accounts Receivable, Accounts Payable, Cash Management, General Ledger, Purchase Orders, Inventory, and Sales Orders modules. The Projects module includes such features as project accounting, project costing, and project billing.

Time Reporting on Activity

Use this check box to select the Time Reporting on Activity feature for enabling. This feature enables you to track the time your employees spend on activities by including the time-tracking information in the activities. When used in combination with time cards, this feature enables you to implement the complete solution for time reporting and tracking.

Finance Use this check box to select the Finance suite for activation.

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Multi-Branch Support Use this check box to select the Branch Accounting feature for enabling.

This feature will allow you to create and maintain multiple branches in your instance of Acumatica ERP.

Inter-Branch Transactions

Use this check box to select the Inter-Branch Transactions feature for enabling.

This feature enables automatic generation of inter-branch transactions for transactions that involve multiple branches.

Multi-Currency Accounting

Use this check box to select the Multi-Currency Accounting feature for enabling. After you enable the multi-currency feature, you can use Acumatica ERP in multi-currency mode and create transactions in multiple currencies, other than the base currency. This feature also enables the automatic calculation of the gains and losses on foreign currency transactions and allow you to revalue the foreign currency accounts. This feature also enables reporting in any foreign currency.

Deferred Revenue Management

Use this check box to select the Deferred Revenue Management feature for enabling. This feature adds the Deferred Revenue module and integrates it with the Accounts Payable and Accounts Receivable. With this feature enabled, you can configure deferral codes and schedules and use them in the AP and AR modules for recognizing portions of deferred expenses and revenues according to these schedules. Also, the Deferred Revenue module provides a wide variety of reports.

Subaccounts Use this check box to select the Subaccounts feature for enabling. When you enable this feature, you will be able to create and maintain the list of subaccounts for your company. Subaccounts are used for grouping accounts to perform financial analysis.

Fixed Assets Management

Use this check box to select the Fixed Assets module for enabling.

The Fixed Assets module enables you to create and manage fixed assets through their useful life, from acquisition to disposal. The Fixed Assets module is fully integrated with your requisition and purchasing module to facilitate converting purchases into fixed assets without re-entering data.

VAT Reporting Use this check box to select the VAT Reporting feature for enabling. Once you enable this feature, you will get access to all VAT tax reports necessary for VAT filling. Enable this feature only if you need to maintain VAT accounting.

Invoice Rounding Use this check box to select the Invoice Rounding feature for enabling. This feature enables you to configure the rules for rounding bill amounts in the Accounts Payable module and invoice amounts in Accounts Receivable module. By using this feature, you can also

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configure the precision for rounding invoice and bill amounts in those modules.

Support for Expense Reclassification

Use this check box to select the Support for Expense Reclassification feature for enabling. If your company expense processing procedure uses several steps, you can enable this feature to have the bills and quick checks released in two stages: Pre-release, when a data entry clerk enters a bill or a quick check, and Release, when an authorized accountant reviews a pre-released document and specifies the correct expense accounts and subaccounts and releases the document.

Contract Management Use this check box to select the Contract Management feature for enabling.

Enables the support of contracts, including case processing and contract billing.

Tax Entry From GL Module

Use this check box to select the Tax Entry from GL Module feature for enabling.

ROT and RUT Deduction Use this check box to select the ROT and RUT Deduction feature for enabling. Enabling this feature adds a form and multiple UI elements in the Accounts Receivables module that you can use to create and process documents eligible for ROT and RUT deductions.

Consolidated Posting to GL

Use this check box to select the Consolidated Posting to GL feature for enabling.

Volume Pricing Use this check box to select the Volume Pricing feature for enabling. Enabling this feature lets you define price tiers based on item quantities.

Distribution Use this check box to select the Distribution suite for enabling. If you enable the Distribution feature, the system will add the modules that are part the Distribution suite: Inventory, Sales Orders, Purchase Orders, and Purchase Requisitions.

Inventory Subitems Use this check box to select the Inventory Subitems feature for enabling. By using subitems in your system, you can subdivide inventory items by size, color, material, and so forth if this is required by your business. This way, under the same inventory ID, you may have a number of subitems, or products that share all the settings of the inventory record but have additional properties that differ.

Automatic Packaging Use this check box to select the Automatic Packaging feature for enabling. With this feature enabled, for each sales order to be shipped through an integrated carrier, the system will select the optimal set of boxes based on items’ packaging options and item quantities, or weights, or both weights and volumes.

Warehouses Use this check box to select the Warehouse feature for enabling.

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Warehouse Locations

Use this check box to select the warehouse Location feature for enabling.

Blanket Purchase Orders

Use this check box to select the Blanket Purchase Orders feature for enabling. With this feature enabled, purchase order module lets you create blanket type of purchase orders.

Drop Shipments Use this check box to select the Drop Shipments feature for enabling. This feature adds drop ship order type in purchase order module.

Multiple Unit of Measure

Misc This read-only check box is used to group the miscellaneous add-on features. The group includes the following features: Row Level Security, Field-Level Logging, Avalara Tax Integration, and Address Validation.

Row Level Security Use this check box to select the Row Level Security module for activation.

Field Level Logging Use this check box to select the Field Level Logging module for activation.

Avalara Tax Integration Use this check box to select the Online Integration with AvaTax feature for activation.

Address Validation

Use this check box to select the Address Validation feature for activation.

Notification Module Enables automation notifications to configure private and public

notifications about record changes.

Questions

1) What are the various system components available for activation in Acumatica ERP.

2) Compare and contrast component activation in Acumatica ERP with other similar products in

the same space.

3) Enable/disable few system components and write down your observations.

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Identifier Segmentation

Learning Objects:

Learn what and how to use the followings in Acumatica ERP:

o Segments

o Multiple numbering system

o Personal settings and favorites of Users

Different types of accounts and other system entities have identifiers, which you design to meet your

organization requirements. These identifiers can have any number of segments, for instance you can

even define segments that denote specific division, department, region, or cost center. Using segments

helps you to make identifiers more meaningful for users and reduces the input errors. Segmentation is

set by using the predefined segmented keys.

Identifier Segmentation General Ledger accounts and subaccounts, as well as other objects in the system, have identifiers. An

identifier is a unique alphanumeric string assigned to an object for its identification.

Identifiers are typically segmented: composed of segments whose values help users remember the

meanings of identifiers. For example, General Ledger subaccount identifiers could contain the following

segments: a two-character regional branch code, a one-digit department number, and a three-character

product type. Thus, the subaccount identifier CA-1-T32 would denote a subaccount of the California

branch (CA), department 1, related to the product T32.

In Acumatica ERP, a segmented key is a system entity that holds the definition of the structure of

identifiers for a certain type of objects and serves as a template when a user creates an identifier for a

new object of the type.

Built-in Segmented Keys

Acumatica ERP provides the following built-in segmented keys, which can be used only for the intended

types of accounts or objects:

ACCOUNT: Used for General Ledger accounts

ACCGROUP: Used for account groups for project management

BIZACCT: Used for business accounts in the system; serves as the parent key for customer,

vendor, and employee account identifiers

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CASHACCOUNT: Used for branch-specific cash accounts based on a GL account

CONTRACT: Used for contract reference numbers, inherits its structure from the PROJECT key

CONTRACTITEM: Used for contract items

CUSTOMER: Used for customer identifiers; inherits its structure from the BIZACCT key

EMPLOYEE: Used for company employees, inherits the structure from the BIZACCT key

INLOCATION: Used for warehouse locations

INSITE: Used for warehouses

INSUBITEM: Used for subitems of inventory items

INVENTORY: Used for inventory items

LOCATION: Used for customer and vendor locations

MLISTCD: Used for mail lists

PROJECT: Used for projects

PROTASK: Used for project tasks

SALESPER: Used for salesperson accounts

SUBACCOUNT: Used for General Ledger subaccounts

TMCONTRACT: Used for contract templates

VENDOR: Used for vendor identifiers; inherits its structure from the BIZACCT key

If your organization requires new types of objects in a specific Acumatica ERP module, you can

create new segmented keys.

Segmentation Options

To configure segmented keys, use the Segmented Keys (CS.20.20.00) form. During initial system setup,

you must define the following for each segmented key:

How many segments the key has

What is the length of each segment

What is the type of each segment

Whether the segment should be validated on input

Consider these factors as you decide how to configure each key:

You may define as many segments as you want as long as the total length of all segments does

not exceed the underlying field’s maximum length. The total does not include the user-defined

character (such as a hyphen) used to separate the segments when the object identifiers are

displayed.

An identifier may be non-segmented; that is, it may consist of only one segment.

One segment per key can be defined as auto-numbered, which means that a numbering

sequence is assigned to it.

Although you may add a segment to or remove one from a segmented key after identifiers have

been created, these actions may have unpredictable results.

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Once you have configured the segmented key for a type of objects, use the Segment Values

(CS.20.30.00) form to populate the list of values for segments that will not be auto-numbered. When

you add new values for a segment on the Segment Values form, the system automatically converts the

value (if such an option was selected) and checks whether the value meets the input mask

requirements.

Inheritance in Relation to Keys

On some forms, users can select objects of different types from the same lookup list. For example, when

preparing time sheets, employees can specify either a project or a contract on which they spent their

work hours. For this, identifiers of such objects should have similar structures. To enforce similar

structures of identifiers for two or more types of objects, inheritance of segmented keys (on which

identifiers are based) is used. One segmented key (a child key) inherits its structure from another

segmented key (a parent key) means that the child key has the same number of segments as the parent

key, and all its segments have the same lengths as the respective segments of the parent key. By

default, the child key will have the same structure as the parent key, and the segment values specified

for the parent key will be available for identifiers based on the child key. However, you can make

identifiers based on a child key distinguishable at a glance from identifiers based on the parent key in

the following ways:

For an alphanumeric segment, you can enter different sets of values for the parent and child key

segments

For an auto-numbered segment, you can assign numbering sequences with different properties,

for example, with different prefixes as seen in CONTRACT segmented key which inherits its

structure from the PROJECT segmented key.

Object Creation

After the segmented key is configured and its segments are populated, a user can create an object of

the type, entering its identifier by selecting values for each of its segments.

For example, General Ledger accounts are created using the Chart of Accounts (GL.20.25.00) form,

subaccounts are created on the Subaccounts (GL.20.30.00) form, and warehouses are created by using

the Warehouses (IN.20.40.00) form. When a user creates an account, subaccount, or other object, the

user will see the input mask that shows the number of segments and the length of each.

Segment Validation for Creating Accounts and Subaccounts

You can configure input validation options, described below, to reduce some input errors that may occur

when identifiers are composed of segment values. Although validation can be used for any segmented

key, this section describes how validation options work for General Ledger accounts and subaccounts.

For segments with the Validate option selected on the Segmented Keys form, users choose from the

predefined segment values. With this option selected, when a user creates a new account or

subaccount, the user does the following:

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Sees the input mask with the character specified as a separator for the key.

Double-clicks the segment to open the list of possible values, or points at any segment and

presses F3.

Selects the value for the segment from the list.

If the Validate option is not selected for a segment, users can enter new values while they create

accounts or subaccounts. The new values will be validated only in accordance with the segment

definition: the type of string and its length. When users enter a string in a segment of the identifier, the

string will not be added to the list of segment values.

If the General Ledger account has a one-segment identifier, segment validation cannot be

turned off and users can create accounts only by selecting them from the list of segment

values.

Validation of Accounts and Subaccounts on Data Entry Forms

Once created, accounts and subaccounts can be used on various documents in the General Ledger,

Accounts Payable, and Accounts Receivable modules, and can be selected on inquiry and processing

forms. Acumatica also provides a validation option for using subaccounts. The On-the-Fly Entry option

(on the Segmented Keys form) controls how the user specifies subaccounts:

If the option is not selected, the user can specify subaccounts only by selecting them from the

list of available subaccounts. Thus, before subaccounts can be used on data entry forms, they

must be created on the Subaccounts (GL.20.30.00) form.

If the option is selected, subaccounts on data entry forms can be entered segment by segment;

the user selects each segment value from the appropriate list of predefined segment values.

New segment values cannot be created during data entry. New subaccounts created segment by

segment are not added to the list of subaccounts.

The On-the-Fly Entry option is helpful when the number of segments and the number of values in each

segment could produce so many combinations that it would be labor-intensive to enter all subaccounts

in advance.

The On-the-Fly Entry option is also used for subitems defined by the INSUBITEM key.

Business Accounts In Acumatica, business accounts are used to store information related to customers, vendors, and

employees, as well as similar information about your company branches (which is used on outgoing

documents). Acumatica gives you flexibility in configuring identifiers for these business accounts. If

needed, you can use similar but different identifiers for customers, vendors, and employees.

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The same business can be both your customer and your vendor, with a separate identifier for each

capacity. Also, customers and vendors can be organized into a hierarchy that reflects their actual

business relationships.

Identifiers for Business Accounts

You can decide upon and configure the rules for creating business account identifiers during system

deployment. The BIZACCT segmented key, which you define using the Segmented Keys (CS.20.20.00)

form, is used for configuring the general structure of identifiers for business accounts, including

accounts for your company branches. This structure includes the overall identifier length, the number of

segments, and the type of segments.

Before you configure the key, consider the information you would like to include in branch, vendor,

customer, and employee IDs. Make such decisions as how many segments the identifiers will have,

whether the segments should be validated, whether auto-numbering should be used for one of the

segments, and whether values for each segment should be validated. (These options are described in

detail in the Identifier Segmentation article.) You also need to decide whether to use the BIZACCT

segmented key directly for branches, vendors, customers, and employees or to configure separate keys

based on BIZACCT, as the following subsections describe.

Once you have defined all needed segmented keys, you use the Segment Values (CS.20.30.00) form to

enter the valid values for segments that should be validated.

Using BIZACCT Directly for Vendors, Customers, and Employees

Once you have configured the BIZACCT segmented key, it can be used by default for vendor, customer, and employee identifiers. This should work well for your company if you don't mind having one set of values for validated segments, regardless of whether the ID happens to be a vendor, customer, or employee ID.

Configuring Separate Identifiers for Vendors, Customers, and Employees

If you want these three types of identifiers to look different at a glance, use the Segmented Keys form to configure the VENDOR, CUSTOMER, and EMPLOYEE segmented keys, all of which inherit their structure (number of segments, segment types, and overall length) from the BIZACCT key. If BIZACCT has an auto-numbered segment, consider using either different prefixes for numbering sequences for each type of identifier or different ranges of numbers for each sequence.

For the CUSTOMER, VENDOR, and EMPLOYEE segmented keys, you can configure only minor differences, such as different sets of values for validated segments, or different prefixes for the auto-numbering sequences if one of the segments in the BIZACCT key was configured as an auto-numbered segment.

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Using Parent Accounts

In Acumatica, your company's customers and vendors can be organized into hierarchies with parent and child companies to reflect the relations among the companies while allowing you to preserve each as a separate entity in the system, if needed. Any of your company's vendors or customers can be a parent of another vendor or customer. When you create a vendor or customer business account, you can specify the ID of its parent in the Parent Account field on the Vendors (AP.30.30.00) or Customers (AR.30.30.00) form. On either form, this field displays for selection all vendor and customer identifiers based on the BIZACCT segmented key, so that you can pick the appropriate vendor or customer as a parent.

Multiple Numbering Sequences

Acumatica ERP uses numbering sequences to automatically generate identifiers (IDs) for new objects of a certain type when they are created, whether manually by users or automatically by the system. Numbering sequences are used, for example, for customer invoices, vendor bills, inventory receipts and issues, Accounts Payable and Accounts Receivable payments, batches, schedules, and allocations.

You can use the predefined numbering sequences without changes, or you can modify them to suit your organization's needs. Also, you can create new sequences. If your organization has branches, numbering sequences for documents associated with branches can be split into subsequences which have different prefixes or specify different ranges of numbers.

Numbering Sequence Parameters

Each numbering sequence is defined by parameters set on the Numbering Sequences (CS.20.10.10) form. The system uses the following parameters to calculate numbers it assigns to new objects:

Start Number: The number to be used first in this numbering sequence.

Last Number: The number most recently assigned to an object in this numbering sequence. Each

time it assigns a number to a new object, the system updates this field.

Numbering Step: The increment used in the numbering sequence to generate the next number;

for each new number, this increment is added to the rightmost numerical portion of the last

number used.

End Number: The number to be used last in this numbering sequence.

You can set other parameters on the form, too:

Start Date: The date when this sequence will take effect. For sequences that include

subsequences, this parameter lets you specify a date when each subsequence first becomes

effective.

New Number Symbol: An alphanumeric string (of up to 15 characters) used to indicate that a

new number for an object will be assigned.

Warning Number: The minimum number that generates a warning that available numbers will

be used up soon. When this number (and each number that exceeds it) is assigned, the system

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displays a warning. If the end number is near or has been reached for a numbering sequence,

you should create a new sequence in the appropriate module and assign it to this object type.

Format of Identifiers

Acumatica ERP generates numbers or object IDs for a numbering sequence as alphanumeric strings. The precise format of the numbers is defined by the numbering sequence parameters, such as the start number and the end number, set on the Numbering Sequences form. The same number of characters must be used for all parameters in a numbering sequence; the system issues a warning if the format of any parameter differs.

A numbering sequence may have numbers that start with a prefix, an alphanumeric string that ends in an alphabetic character. The system automatically detects a prefix in the start number when alphabetic characters are used. If a prefix is used, auto-numbering is applied to only the rightmost numeric positions. The same prefix must be used for the start, warning, and end numbers.

Suppose, for example, that you want to create sequences to automatically assign meaningful IDs to sales orders of different types. For different order types, different two-letter abbreviations are used. For general sales orders (the SO type), you might set the start number as S0000001, the warning number as S0995000, and the end number as S0999999. For cash sales orders, you might set the start number, warning number, and end number as CS000001, CS997000, and CS999999, respectively. Note that all these numbers use the same prefix followed by six digits.

Subsequences

A numbering sequence may consist of one or several sequences or subsequences, each intended for a different branch or starting on a specific date. Subsequences can be helpful when, for example, an organization uses different invoice numbers in each season of the year. If the organization has branches, it is convenient when document reference numbers indicate a specific branch of origin by branch-specific prefix or branch-specific range of numbers.

Each subsequence is defined by a branch, start date, start number, end number, numbering step, and start date, and numbers are assigned as follows:

1. The first new object is assigned the start number depending on the branch and the start date.

(The start number is also assigned to the last used number.)

2. The rightmost numerical portion of the second number and subsequent numbers for the same

branch is equal to that of the last number plus the numbering step. The last number value is

updated.

3. When the start date specified for any subsequence occurs, the system switches to using that

subsequence.

The numbers available in one subsequence cannot be used in another subsequence of the same sequence.

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Usage Tips

Follow these tips when you define numbering sequences:

Objects get numbers in the order in which they are created. If you use the same numbering

sequence to identify objects of different types, successive numbers can be assigned to objects of

different types. The disadvantage of this approach is that objects' identifiers won't help you

distinguish between their types.

If you use similar numbering sequences for different document or objects that might be listed

on the same form, duplicate numbers may occur, which could confuse users. It is better to

define a numbering sequence so that the start number of one sequence exceeds the end

number of the previous one, or to use different prefixes for each numbering sequence. These

approaches ensure that duplicate numbers will not occur.

Input Validation Options

You can create input masks to help users enter data in specific format for such fields as phone numbers, postal codes, and tax ID numbers. Also, you can use regular expressions to validate that the values user enters in the field not only comply with the input format but meets specific rules requirements.

Create input masks using the following symbols:

C - Designates any character

A - Designates any letter or digit

L - Designates a letter only

# - Designates a digit only

? - Designates an optional letter

9 - Designates an optional digit

You can also use the following control symbols (which are not placeholders) to affect the characters that follow them:

> - Requires that the letter to the immediate right of the symbol is an uppercase letter. If a

lowercase letter is typed, the system will automatically convert it to uppercase.

< - Requires the letter to the right of the symbol to be lowercase letter. If an uppercase letter is

typed, the system converts it to lowercase.

\ - Makes the next character be displayed literally, as it is.

"" - Makes characters within the quotation marks be displayed literally.

Using Input Masks

Input masks may be created to help users enter data in the required format. Masks are used, for example, for phone numbers, postal codes for countries and states, and tax registrations. Moreover,

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regular expressions can be created to validate the entered values, since the values for some fields must meet not only input format requirements but also specific rules.

For more details on the format of masks, see Input Validation Options above.

Postal codes

Input masks for postal codes are set on the Countries and States (CS.20.40.00) form. They are used for input validation on the following forms:

Branches (CS.10.10.00)

Vendors (AP.30.30.00)

Customers (AR.30.30.00)

Personal Settings of Users

In Acumatica, you can personalize your account in ways to make using the system easier. You can specify your preferences for export to Excel, searches, email signature, favorites, and dashboards. Other users will not be able to view your personal settings.

Personal Information

By using the User Profile… (SM.20.30.10) form, you can edit the following personal information:

Your name used on your account

Password

Settings used for export to Excel

Email signature to be used for your emails sent through Acumatica

System email account to be used by default for sending your correspondence through

Acumatica

Date and time formats to be used for your user account

You can also specify a security certificate to sign PDF files generated by the system upon your request.

Password Settings

If password recovery is allowed by company policy, you can provide a Password Recovery Question and Password Recovery Answer to be used in case you forget the password and need to acquire a new one in a secure way. The password recovery question and answer will be used as a hint and a "secret word" for your identification. If you provide the correct answer, the system generates a new password and sends it to your email account.

Some company policies may allow users to change their passwords when they choose to, rather than when they are forced to by the system. To change your password:

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1. Click the General Info tab. 2. Click Change Password to open the related dialog. 3. Enter your old password and new password, and confirm the new password. 4. Click OK.

Next time you log into the system, you can use your new password.

Personal Certificate

If you are authorized to generate PDF files, you can specify your personal certificate for signing PDF files. If you do not specify a personal certificate, files will be signed using the default PDF certificate specified on the User Profile… (SM.20.30.10) form.

You can choose a certificate only from the list of certificates available in the system. An administrator or other authorized person should upload the required certificates in advance using the Encryption Certificates (SM.20.05.30) form.

Email Settings

Your personal email account is specified on the Users (SM.20.10.10) form.

If you need to send emails from Acumatica, you can configure your signature that will be automatically added to each email. You can create your signature using the Email Settings tab of the User Profile… (SM.20.30.10) form. On the same tab, you can select a system email account that will be used as the default email account when you send emails through Acumatica. Incoming emails and replies to mass emails will be automatically sorted by the system and routed to your personal email account.

Excel Settings

You can define how data exported to Excel should be formatted. The following options are available:

Should hidden fields be exported

Whether cells will have a border

These settings may be changed at any time and they will be available only for your user's account.

Favorites

You can use favorites for easy access to the forms you use most frequently.

Adding Favorites

To add a form to your favorites, do the following:

1. Open the form you want to add to favorites.

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http://localhost:81/Acumatica4/pages/SM/SM204100.aspx

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2. In the form title bar, click Add to Favorites.

Using Favorites

To quickly open a favorite:

1. In the main menu, click Favorites. 2. In the navigation pane, in the list of your favorites, click the name of the form you want to

open.

To view your favorites list you must have at list one form added to favorites.

Removing Favorites

To remove a form from your favorites list, do the following:

1. Open the form you want to remove to favorites. 2. In the form title bar, click Add to Favorites.

Organizing Favorites

You can manage your list of favorites using the User Favorites (SM.20.30.20) form. To open User

Favorites form, click Favorites button from the main menu and then click Favorites in the navigation

pane. In the User Favorites form, you can do the following:

Rename links or folders:

o In the left pane, select the folder containing the favorite.

o In the right pane, double-click the favorite and edit the favorites name.

o In the form toolbar, click Save to save changes.

Change the favorites order:

o In the left pane, select the folder containing the favorites.

o In the right pane, select the favorite and click Move Node Up or Move Node Down to

change the favorite position in the list.


Move links into or out of a folder:

o In the left pane, select the favorite.

o Click Move One Level Up to move the favorite into the folder or Move One Level

Down to move the favorite out of the folder.


Make the node expand and display links when you open Favorites:


o In the right pane, select the Expanded check box in the favorite row.


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Delete links or folders:

o In the right pane, select the item and click Delete Row in the table toolbar.


o In the right pane, select the favorite and click Delete.


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Hands on – Segmented Keys Learn how to configure the segmented keys. Use the Segmented Keys form (Screen ID CS.20.20.00) to

define the size, segmentation and edit mask for the codes that will be used to identify your Chart Of

Accounts (C.O.A.). Configure the account code so that it will have a maximum size of 5 characters and

will only allow numeric characters in all position and there will be no defined “segments” for the code.

1. Open Segmented Keys form (CS.20.20.20)

a. Configuration > Common Settings > Segmented Keys > Segmented Keys

2. Type or select from the lookup list the Segment Key ID: ACCOUNT. Confirm the Key Definition

fields are valued as follows:

Form Section Field Value

Key Definition Segmented Key ID ACCOUNT

Key Definition Parent: {Blank}

Key Definition On-The-Fly Entry {unchecked}

Key Definition Specific module {Blank}

Key Definition Numbering ID {Blank}

Key Definition Description GL Account

Key Definition Length {keep default}

Key Definition Segments {keep default}

3. In the Segment Definition section (i.e. the “grid”) double-click on the Segment ID line to allow

editing. Confirm the Key Definition fields are valued as follows:


Segment Definition Segment ID 1

Segment Definition Description GL Account

Segment Definition Length 5

Segment Definition Align Left

Segment Definition Edit Mask Numeric

Segment Definition Case conversion Uppercase

Segment Definition Validate {unchecked}

Segment Definition Auto-Number {unchecked}

Segment Definition Separator -

4. Save you changes

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Define a multi-segment subaccount structure

Use the Segmented Keys Form (Screen ID CS.20.20.00) to define the size, segmentation and edit mask

for the codes that will be used to identify your subaccount code structure. Configure the subaccount

code so that it will have 2 segments.



2. Type or select from the lookup list the Segment Key ID: SUBACCOUNT. Confirm the Key

Definition fields are valued as follows:


Key Definition Segmented Key ID SUBACCOUNT

Key Definition Parent {Blank}

Key Definition On-The-Fly Entry {checked}

Key Definition Specific module {Blank}

Key Definition Numbering ID {Blank}

Key Definition Description Subaccount

Key Definition Length {keep default}

Key Definition Segments {keep default}

3. In the Segment Definition section (i.e. the “grid”) double-click on the Segment ID line to allow

editing. Confirm the Key Definition fields are valued as follows:



Segment Definition Description Department



Segment Definition Edit Mask Alphanumeric





Segment Definition Consol. Order 1

Segment Definition Number of characters 3

4. In the Segment Definition section (i.e. the “grid”) click the Plus Sign tool bar button

5. Add a “Product Group” Segment definition as the second segment of the subaccount code



Segment Definition Description Product Group

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Segment Definition Edit Mask Alphanumeric





Segment Definition Consol. Order 2

Segment Definition Number of characters

3

6. Save your changes

Hands on – Define Segment Values (Entering codes by

hand)

Define the acceptable values for each validated subaccount segment

Learn how to configure the segmented values by entering the values by hand. Scenario: The XYZ

Company track expenses by departments. They wish to be able to code some of their accounting

activity (i.e. expenses, fixed assets, etc.) for those departments. The Subaccount structure has already

been defined to contain a segment intended for coding this information and to facilitate data entry

accuracy, the segment has been setup to allow only “valid values” that were predefined.

In this exercise you will be defining that valid list of values and their corresponding descriptions by

typing the data into the Segment Values form by hand.

1. Open Segment Values form (CS.20.30.00)

a. Configuration > Common Setting > Segmented Keys > Segmented Values

2. Type or select from the lookup list the Segment Key ID: SUBACCOUNT

3. The Segment Summary section should have the following information:


Summary Segmented key ID SUBACCOUNT

Summary Segment ID 1

Summary Description {Should default to description defined in Segment Key maintenance form}

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4. In the Possible Values section (i.e. the “grid”) click the Plus Sign tool bar button

5. Add possible values as defined below


Possible Values Value 000

Possible Values Description Default

Possible Values Active {checked}

Possible Values Aggregation {checked}

Possible Values Mapped Value {blank}


Possible Values Value OPS

Possible Values Description Operation


Possible Values Aggregation {unchecked}



Possible Values Value FIN

Possible Values Description Finance





Possible Values Value SLS

Possible Values Description Sales and Marketing





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Hands on – Define Segment Values (Upload Codes)

List the acceptable values for each validated subaccount segment

Learn how to configure the segmented values by uploading a file. Scenario: The XYZ Company tracks

revenue and expenses by Product Group. The second segment of their subaccount has been designated

as the segment that will be used to code activity to these Product Groups. In this exercise you will utilize

the “Upload” functionality to quickly load an Excel Spreadsheet with an existing list of Product Groups

into the Possible Values list for the 2nd segment of the subaccount structure.

1. Open Segment Values form (CS.20.30.00)

a. Configuration > Common Settings > Segmented Keys > Segmented Values

2. Type or select from the lookup list the Segment Key ID: SUBACCOUNT

3. The Segment Summary section should have the following information:


Summary Segmented key ID SUBACCOUNT

Summary Segment ID 2

Summary Description {Should default to description defined in Segment Key maintenance form}

4. In the Possible Values section (i.e. the “grid”) click the Upload (file folder with up arrow) tool

bar button

5. The File Upload screen will appear.

6. Double left click in the file path field or click the browse.. button

7. A file selection dialog box will open. Select the following file and click open:

{Thumb drive/Acumatica S120 Configuration Settings/ Training/Upload Files/ 2nd subaccount

segment values.xlsx }

8. In the File Upload screen box, click Upload

9. In the Common Settings dialog box, accept the default settings and click OK

10. In the Columns dialog box, map the source data fields to the Segment Values, Possible Values

fields as follows:

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Column Name Property Name

Value Value

Description Description

Active Active

Aggregation Aggregation

11. Click OK

12. Verify the following information that was uploaded:


Possible Values Value 000

Possible Values Description Default


Possible Values Aggregation {checked}



Possible Values Value C00

Possible Values Description Consulting





Possible Values Value H00

Possible Values Description Hardware





Possible Values Value S00

Possible Values Description Software




13. Save your change

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Hands on – Define Numbering Sequence

Vendor number sequence Example

Learn how to define numbering sequences. In our case scenario, our client would like to have their

vendor ID starting with the prefix “V” and have a 6 digits auto-numbering sequence when creating a

new vendor. The format of the vendor ID will look like “V000001”, “V000002”, etc. We will configure the

system to be able to accommodate that requirement starting by configuring the numbering sequence

for the vendors.

1. Open Numbering Sequences form (CS.20.10.10)

a. Configuration > Common Settings > Common Settings > Numbering Sequences

(CS.20.10.10)

2. Click on the Plus Sign button on the tool bar

3. Create a new sequence as follows:


Summary Numbering ID VENDOR

Summary Description Vendor

Summary Manual Numbering {checked}

Summary New Number Symbol <NEW>

Details Branch {Blank}

Details Start Number V000000

Details End Number V999999

Details Start Date {accept default}

Details Last Number {accept default}

Details Warning Number {accept default}

Details Numbering step {accept default}

4. Save your change

Hands on – Define BizAccount

Define structure of vendor identifier:

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Learn how to define the parent segmented key in order to meet some specific numbering sequences

requirements. In order to meet our goal to have the vendor ID auto-numbered with the prefix “V”, we

also need to configure the bizaccount to define the length of the numbering sequence. BIZACCT: Is

associated with the account used for your company branches in the system; is also the parent key for

the VENDOR, CUSTOMER, and EMPLOYEE segmented keys



2. Click the Magnifying Glass in the Segmented Key ID and select BIZACCT.

3. Confirm or modify BIZACCT as follows:


Segmented Key Definition Segmented Key ID BIZACCT

Segmented Key Definition Parent {blank}

Segmented Key Definition On-The-Fly Entry {unchecked}

Segmented Key Definition Specific Module {blank}

Segmented Key Definition Numbering ID {blank}

Segmented Key Definition Description Business Account

Segmented Key Definition Length {accept default}

Segmented Key Definition Segments {accept default}



Segment Definition Description Business Account



Segment Definition Edit Mask Unicode

Segment Definition Case Conversation {Uppercase}

Segment Definition Validate {unchecked)

Segment Definition Auto Number {Blank}



5. Click the Plus Sign button on the tool bar

6. Click the Magnifying Glass in the Segmented Key ID and select VENDOR:

7. Confirm or modify VENDOR as follows:


Segmented Key Definition Segmented Key ID VENDOR

Segmented Key Definition Parent BIZACCT

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Segmented Key Definition On-The-Fly Entry {unchecked}

Segmented Key Definition Specific Module {blank}

Segmented Key Definition Numbering ID VENDOR

Segmented Key Definition Description Vendor

Segmented Key Definition Length {accept default}

Segmented Key Definition Segments {accept default}



Segment Definition Description Business Account

Segment Definition Override {accept default}



Segment Definition Edit Mask Unicode

Segment Definition Case Conversation {accept default}

Segment Definition Validate {unchecked)

Segment Definition Auto Number {unchecked}



Auto-Numbering and Importing: When importing your vendor data, you can temporally disable

your “Auto-Numbering” if you wish to import your vendor ID’s from your client’s legacy system. You

would do so by selecting the Manual Numbering checkbox from the Numbering Sequences screen for

the appropriate sequence ID. Once your vendor have been imported, then you can update the Last

Number field of your sequence with your last vendor ID imported, and uncheck the Manual Numbering

checkbox. Any vendor that is added after re-instituting the Auto-Numbering will have a number

assigned by the system using the assigned numbering sequence.

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Common Settings Form Reference

Enable/Disable Features

Use this form to activate suites and features in the current instance of Acumatica ERP.

Segmented Keys

You use the Segmented Keys form to configure the segmented keys Acumatica ERP reserves for specific system objects created by users, such as General Ledger accounts and subaccounts, customer and vendor accounts, warehouses, and locations. A segmented key is a system entity that lets you define the structure of identifiers for a certain type of objects and then serves as a template when a user creates an identifier for a new object of the type. During initial system setup, for each segmented key, you define:

The number of segments the key has

The length of each segment

The type of each segment

The list of values for each segment

Users then create object identifiers by selecting values for each segment of the segmented key. Also, users can create new segmented keys for use in a specific module.

The built-in segmented keys cannot be deleted. A user-defined segmented key can be deleted only if no objects are associated with it.

The maximum length of a segmented key depends on the size of the underlying field that stores the key value.

Only segment values of the segments requiring validation can be included into a restriction group.

The auto-numbering option can be applied to only one segment in a key.

Segment Values

By using the Segment Values form, you can populate the lists of segment values for segmented keys defined in the system and view and edit these lists. Segment values are components of the segmented key, which was defined on the Segmented Keys (CS.20.20.00) form, that are used to create different identifiers. For each segment with the Validate option selected on the Segmented Keys form, you should populate the list of possible values before users start to create new objects by specifying their identifiers.

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You can add new values to the list of segment values at any time. Some values in the list may be marked as inactive. In this case, they will not be used for creating new objects, but they can appear in old objects.

Numbering Sequences

Use the Numbering Sequences form to view, create, edit, or delete numbering sequences, which are used to automatically generate a new number or ID each time an object of a certain type is created. Numbering sequences are used for General Ledger batches, invoices, bills, payments of various types, transfers, allocations, schedules, and other objects in the system. Also, numbering sequences may be used for generating segment values for one segment in a segmented key. You can edit and use the predefined sequences or define new numbering sequences.

You cannot delete a numbering sequence if it is used for assigning numbers to objects of any type.

A numbering sequence may consist of one or several subsequences. Each subsequence is defined on a separate line in this area and includes a specific branch and date it takes effect. Numbers assigned to one subsequence cannot be used in another subsequence of the same sequence. Subsequences created for branches can have different prefixes or specify different ranges of numbers.

The Start Number, End Number, and Warning Number settings:

Are processed by the system as alphanumeric strings.

Have the same length (the maximum is 15) for each sequence.

Use the same prefix if the sequence uses a prefix. A prefix is an alphanumeric beginning string

that ends in a letter.

Countries/States

You use this form to store information about countries where your organization has operations, customers, or vendors. Information provided here is used for defining organization branches and creating customer and vendor accounts.

Countries are identified by a two-letter country code in accordance with ISO 3166. Country information includes the phone code for the country, input masks for postal codes and tax registration IDs (if tax registration is required), and information about country administrative units: states or provinces, as well as whether tax registration is required there. If you set up input masks and regular expressions, users can avoid occasional input errors.

Daylight Saving Settings

You use this form to view and manually adjust the current daylight saving time calendar for various time zones.

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User Profile

Use this form to provide general settings for your organization, such as its name, the time zone from which most users log in, the map viewer, the interface theme, and the parameters used when documents are exported to Excel.

Favorites

By using the Favorites form, you can restructure your favorites, which are links to the Acumatica ERP forms you use most frequently.

Email Management

Learning Objects:

Learn to configure the followings in Acumatica ERP:

o Email accounts

o Email accounts for individual users

o Notification templates

Learn how to process pending emails

Acumatica ERP can be used to manage system email accounts and outgoing and incoming mail for your organization. The Email module in Acumatica ERP provides functionality you can use to manage

system email accounts, send from system email accounts and receive emails to system email accounts and schedule these operations.

Email Management Acumatica ERP provides email management functionality for employees involved in customer relationship management (CRM) activities, such as working with leads and contacts, organizing campaigns, and handling cases. By using system email accounts, employees can centrally send mass emails they have created or schedule sending them. The system also enables automatic processing of incoming mail, which involves creating leads and activities based on replies to campaign-related emails

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and routing of emails related to cases to employees involved in processing and generating new cases. Acumatica ERP tracks email history and processes incoming emails based on email exchange history.

System Email Accounts

You can configure system email accounts using the System Email Accounts (SM.20.40.02) form. Separate accounts can be created for processing incoming and outgoing mail. For each system email account, you specify an outgoing mail server and, optionally, an incoming mail server and the protocol to be used. Also, you must specify ports, logon information for servers of both types, and the type of encrypted connection (if required by the server). For system accounts to be used to process incoming mail, you can select processing options that define how emails received to the account should be processed, for example, whether to create cases or only leads. Also, you can specify what the maximum message size is, whether attachments are allowed, and of which types. You can allow or forbid the deletion of processed emails, if in your organization emails must be kept for a particular period of time. If needed, you can set up automatic confirmation of received emails or automatic replies to unassigned emails.

Default System Account

To make it easier for users to choose a system email account for sending emails on the related forms, you can select one of the system accounts as the default system email account using the Email Preferences (SM.20.40.01) form. If a user has access to system email accounts to create mass emails, the user can choose one of these accounts as their default system account in Email Settings tab of the User Profile… (SM.20.30.10) form.

User Access to System Email Accounts

User access to system email accounts can be controlled through restriction groups. You configure user access by using the Email Account Access (SM.20.10.50) form. For each system email account or group of email accounts intended for a special use, create a restriction group of type A and add users who should have access to the system email account or the group of email accounts. The special-use system email accounts will not be available for users not included into the groups, while accounts not included in any group will be available to all users.

The users can view activity on the system email accounts to which they have access by using the following forms:

Incoming (CO.40.90.00) form

Draft (CO.40.90.10) form

Outgoing (CO.40.90.20) form

Sent (CO.40.90.30) form

Deleted (CO.40.90.40) form

Sending and Receiving Mail

System email accounts for outgoing mail are mainly used to send mass emails for campaigns or for mailing lists. Users involved with CRM activities, when creating a mass mail using the Mass Emails (CR.30.80.00) form, can select one of the system email accounts, to which they have access, in the From field. On sending the mass email, the SMTP server associated with the selected system email account generates each message of the mass email in accordance with the specified template and

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replaces placeholders in the email properties and in the text with data of one of the recipients on the list, continuing this process until the list is completed.

Actual sending of outgoing emails can be initiated from the Send and Receive Email (SM.50.70.10) form. To send the emails selectively, use the Email Pending Processing (SM.50.70.00) form.

You can initiate receiving of incoming emails from the Send and Receive Email (SM.50.70.10) form. Once the system accounts are configured, and you can send and receive emails, schedule the operations of sending and receiving mail. To process the selected incoming emails, use the Emails Pending Processing (SM.50.70.00) form.

To suspend the operation of sending emails (as well as that of receiving emails), select the Suspend Email Processing check box on the Email Preferences (SM.20.40.01) form.

Using Personal Email Accounts

In Acumatica ERP, users can use their favorite email program for communication with customer contacts and leads and use their personal email accounts if email addresses are registered with the system.

For every user involved in CRM or case processing, you can specify a user's personal email account using the Employees (EP.20.30.00) form and the Users (SM.20.10.10) form. When forwarding incoming emails to an employee, the system first checks if the employee has the email address specified on the Employees form. If there is no such email address, the system checks the address on the Users form.

On the User Profile… (SM.20.30.10) form, the user can create a signature, which will be inserted at the end of each email this user sends. The tab provides a text box and a toolbar with tools to format the text of the signature.

Personal email addresses are available for selection (appear on the list) only to their owners on email-related forms.

Incoming Mail Processing With Acumatica ERP, you can use processing of incoming emails out of the box. This automatic processing includes forwarding incoming emails to employees based on email history tracked by the system and may include, depending on your business, creating cases, lead, or activities associated with the existing leads or contacts and assigning them to specific employees.

For each of the system email accounts intended for incoming mail, you can activate automatic processing of incoming emails. Before you activate processing, make sure that all employees involved in customer support and CRM activities, have email addresses specified.

If automatic processing failed by any reason, you can process all incoming or the selected emails by clicking Match All or Match on the form toolbar of the Incoming (CO.40.90.00) form.

Tracking Email Exchange History

Exchange of emails between an employee of your company and a lead or a customer contact may unfold in many different scenarios. Employees can start communication by sending emails from their personal email accounts or they can reply lead or customer emails that were received and processed by the system. Once an email in the chain passes through the system, the system starts tracking the

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exchange and will use all the information when processing incoming emails. For example, the system will forward the case-related incoming email to the case owner and all employees involved in email exchange even if the incoming email is sent to only one, particular employee.

The choice of subjects for outgoing mass emails is important: Generally, the subjects are system-generated and contain values from particular contact records that will help later with processing replies to the emails if addresses do not change the email subjects.

Activating Incoming Mail Processing

Emails can be received only to the system accounts. Depending on your business, incoming mail may consist of emails received from contacts or leads as replies to emails sent during specific marketing campaigns, or of emails related to customer contracts; some of the emails can be requests for information. You can configure processing of incoming mail on each of system email accounts differently.

For each of the system accounts, you can choose whether to activate the processing. To activate it, select the Activate Incoming Mail Processing check box on the Incoming Mail Processing tab of the System Email Accounts form.

Email Processing Flow

The system processes incoming emails by using the built-in scenario. The scenario includes the following stages:

Initial processing: You can decide whether the system will confirm receiving of incoming emails

by sending replies based on specific template.

Main Processing: The system attempts to forward the incoming email to employees based on

the email history. If the email history does not contain information that can be used for

forwarding, the system proceeds in accordance with the options you select in the respective

section. For this stage, select all or some of the following options depending on how you want

the system to process each email:

o Create a new case

o Attach email to business account or contact or lead

o Create a new lead

o Reply to unassigned emails by sending emails based on specific template

Final processing: You can decide whether the system will remove the messages for which

processing failed and whether to add available information to processed emails.

During the main stage of processing, if all options are selected, the system processes each email as follows:

1. Uses the sender's name and email address, email subject and other relevant data to search the database for information available.

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The choice of subjects for outgoing mass emails is important: Generally, the subjects are system-generated and contain values from particular contact records that will help later with processing replies to the emails if addressees do not change the email subjects.

2. If information about any related contract exists, creates a new case and assigns it in accordance with the assignment map selected as the default map for cases on the Customer Management Preferences (CR.10.10.00) form. If no such information exists, proceeds to the next step.

3. If the sender address exists in the database, attaches the email to related business account, or contact account, or lead.

4. If the system doesn't find the sender address in the database, it creates a new lead and assigns this lead to an employee with the help of the default assignment map selected for leads on the Customer Management Preferences (CR.10.10.00) form.

5. If the email remains unassigned, the system generates a reply by using the template selected for such replies. The system skips a step if the respective option is not selected. During the final processing, the system can add all the available information to incoming emails before assigning them. For example, if an incoming email is one in a chain of email exchange, but the external contact removed the history of exchanges from the email body before sending his or her reply, the system will add the deleted information and will forward the email to all employees involved in email exchange.

Notification Templates You use Notifications form to create notification and email templates. Notification and email templates define the look and content of the emails to be sent to employees or contacts of customers or vendors. Templates may contain placeholders which the system replaces by contact (or document) information when email is generates.

Vendor Notifications

The Mailing Settings tab contains the list of predefined mailings that can be used for sending purchase orders and other documents to vendors electronically (by email). Mailing settings specified on this tab are used as the default values for mailing settings specified for vendor classes, which in turn are used as the default values for setting up mailings for particular vendors.

Customer Notifications

The Mailing Settings tab contains the list of the predefined mailings for customers. Mailings are used to send electronic versions of documents (by email) to customers and company employees overseeing operations with customers. Mailing settings specified here will be used as default values for mailing settings of customer classes, which in turn will provide default values for mailings configured for particular customers. Emails for active mailings will be sent to customer contacts and company employees when an employee (a user) invokes the action specific to the mailing. Such emails can contain customer statements, invoices, or dunning letters. Also, customers can be notified about credit card expiration.

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Sales Order Notifications

The Mailing Settings tab contains the list of the predefined mailings for customers. Mailings are used to send electronic versions of documents (by email) to customers and company employees overseeing operations with customers. Mailing settings specified here will be used as default values for mailing settings of customer classes, which in turn will provide default values for mailings configured for particular customers. Emails for active mailings will be sent to customer contacts and company employees when a user invokes the action specific to the mailing. Such emails can contain sales order; pick lists, shipment confirmations, invoices, or dunning letters.

Purchase Order Notifications

The Mailing Settings tab contains the list of predefined mailings that can be used for sending purchase orders and other documents to vendors electronically (by email). Mailing settings specified on this tab are used as the default values for mailing settings specified for vendor classes, which in turn are used as the default values for setting up mailings for particular vendors.

Email Form Reference

System Email Accounts

Use the System Email Accounts form to create new system email accounts and to view the details of existing email accounts.

Notification Templates

You use Notifications form to create notification and email templates. Notification and email templates define the look and content of the emails to be sent to employees or contacts of customers or vendors. Templates may contain placeholders which the system replaces by contact (or document) information.

Emails Pending Processing

You can use this form to perform manual processing of the selected incoming and outgoing emails. By default, processing of incoming emails is performed based on the built-in functionality that assigns emails to employees by using information available in the subject, To and From fields, and body of the email.

Send and Receive Email

You can use this form to control email sending and receiving operations. By using this form, you can schedule automatic execution of these operations for emails in queues.

Email Preferences

You can use this form to view the system email accounts available in the Acumatica ERP. It also lets

you select the account that will be used as the default system email account and the account that will

be used for specific system support needs.

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Hands on – System Email Accounts

Learn how to configure the System Email Account in the system.

1. Open System Email Accounts form (SM.20.40.02)

a. Configuration > Email > Manage > System Email Accounts

2. Click the “+” button on the tool bar

3. Create a new System Email Account:


Summary Email Account ID <NEW>

Summary Account Name ADMIN

Summary Email Address {use your personal gmail account}

Summary Reply Address {use your personal gmail account}

4. On the Severs tab, populate the fields as follows

For GMail:


Server Information Incoming Mail Protocol Pop3

Server Information Root Folder (on server) {blank}

Server Information Incoming Mail Server pop.gmail.com

Server Information Outgoing Mail Server (SMTP)

smtp.gmail.com

Logon Information Username {use your personal gmail account}

Logon Information Password {your email account password}

For Office 365:


Server Information Incoming Mail Protocol Pop3

Server Information Root Folder (on server) {blank}

Server Information Incoming Mail Server outlook.office365.com

Server Information Outgoing Mail Server (SMTP)

smtp.office365.com

Logon Information Username {use your personal office365 account}

Logon Information Password {your email account password}

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5. On the Advanced Settings tab, populate the fields as follows

For GMail and Office 365:


Security My outgoing server requires authentication {checked}

Security Log on using {unchecked}

Security Username {accept default}

Security Password {accept default}

Security My outgoing server validated From field {checked}

Server Port Number Incoming server port (POP3/IMAP) 995

Server Port Number Incoming server requires encrypted connection (SSL)

{checked}

Server Port Number Outgoing server port (SMTP) 587

Server Port Number Outgoing server encrypted connection TLS

For GMail, use port 465 when using SSL for Outgoing server encrypted connection. If using Imap

as Incoming Mail Protocol, set Incoming Mail Server to imap.gmail.com and Incoming server

port to 993.

6. Accept all defaults values on the Incoming Mail Processing tab and the Content tab


8. Click the Test button to test your email account settings. Make sure the process finishes

successfully.

The exercise below will walk you through making this email account the default email account as the

“From” when sending Notification with the system.

9. Open Email Preferences form (SM.20.40.01)

b. Configuration > Email > Configure > Email Preferences

10. Click on the magnifying glass from the Default Email Account and select your email address.


The exercise below will walk you through scheduling the Send and Receive Email process to run

every minute.

12. Open Send and Receive Email form (SM.50.70.10)

c. Configuration > Email > Schedule > Send and Receive Email

13. Select Send/Receive All from the Action drop down menu

14. Click the Schedule button drop down menu and select Add

15. Fill the Automation Schedule screen as follows:

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Summary Screen ID Send and Receive Email

Summary Schedule ID <NEW>

Summary Description Send and Receive Email Schedule

Summary Action Name {accept default}

Summary Active <checked>

Summary Execution Limit {blank}

Summary No Execution Limit <checked>

Summary Start On {today’s date}

Summary No Expiration Date <checked>

Dates Tab Schedule Type Daily

Dates Tab Next Execution On {today’s date}

Dates Tab Daily Section: Every 1 Days

Hours Tab Starts On {accept default}

Hours Tab Next Execution Time {accept default}

Hours Tab Stop On {blank}

Hours Tab Every 00:01 (the schedule will run every 1 minute)

Conditions Tab All fields {accept default}

Filter Values Tab All fields {accept default}


Hands on – Template for Notification

This hands-on exercise will walk you through creating a Notification template that you can use for

generating automatic emails for inviting people to an event. It can also be used ad hoc when creating a

single email.

1. Open Notification Templates form (SM.20.40.03)

a. Configuration > Email > Manage > Notification Templates

2. Click the “+” button on the tool bar

3. Create a new Template:


Summary Notification InvitationTemplate

Summary From ADMIN

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Summary Screen ID Contact*

Summary To ((Contact.EMail))**

Summary CC {blank}

Summary BCC {blank}

Summary Subject Event Invitation

*Company Name > Organization > Customer Management > Work Area > Manage > Contact ** ContactSummary > Email

4. In the Body of the email template paste the text below:

Dear ((FirstName)), You have been invited to the Acumatica in-person training. Your invitation is now confirmed, so you can begin making travel arrangements. Prior to the event, we will send an invoice to you via email. This is a test. Name: ((DisplayName)) Phone: ((Phone1)) Company: ((FullName)) Date of Event: August 2013 Event Address: Landsdowne Resort, Leesburg, VA Email us if you have any questions. We look forward to seeing you. Regards, Acumatica Marketing


6. Change the Status of your template to Published


8. When sending this notification using a contact from Acumatica CRM, the fields in brackets will

automatically be filled with the contact information.

Even if this template is made to be used with an Acumatica list, we can send this out as a single email.

The following steps will walk you through using your Notification template for a single email.

9. Open Contacts form (CR.30.20.00)

a. Organization > Customer Management > Work Area > Manage > Contacts

10. Select an active contact. For best results make sure that the contact has an email address,

phone number, and a company name.

11. Select Add Email using the Actions button

12. The From email address should default to ADMIN

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13. The To email should default to the user’s email, change it to [email protected]

14. Fill the Summary line with: “Test Template”

15. From the Actions button, click on Select Source

a. Select Source Type as Notification Template

b. Select template you want to use.

16.

17. From the Insert Template window, click the magnifying glass of the Article field and select your

“InvitationTemplate”

18. Click the SEND button. Your email will be sent the next time the Send/Receive Email process

run.

You can always verify the status of your outgoing emails by following these steps:

mailto:[email protected]

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19. Open Outgoing form (CO.40.90.20)

a. Organization > Communication > Email > Outgoing

20. You can verify the status of your outgoing emails in this screen.

21. You can also send the email manually by selecting the email and clicking the Send button. You

don’t have to send the email manually as we already scheduled the process to run every 60

seconds.

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