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Acumatica Automation: Streamlining License Management

This video explores how to automate the process of placing customer accounts on hold in Acumatica when their licenses expire. 

(a) Challenges

  • Manual Tracking: Manually tracking customer license expirations in spreadsheets is time-consuming and prone to errors. 
  • Compliance Risks: Selling to or buying from companies with expired licenses poses significant liability risks. 
  • Inefficient Processes: Manually checking license status before each transaction is inefficient and slows down operations. 

(b) Solution: Automation with Acumatica

  • Custom Field: A custom field is added to the customer master record to track license expiration dates. 
  • Generic Inquiry: A generic inquiry (GI), a powerful search tool within Acumatica, is used to scan for expired licenses. 
  • Business Event: A business event is set up to act as an alert system, triggering actions based on the expired license condition. 
  • Import Scenario: The business event is linked to an import scenario that automatically changes the customer status to “on hold” when a license expires. 

Benefits of Automation

  • Time Savings: Automating the process eliminates the need for manual tracking and updates, freeing up valuable time for other tasks. 
  • Risk Mitigation: By automatically placing accounts on hold, the solution prevents transactions with expired licenses, significantly reducing compliance risks. 
  • Improved Accuracy: Automation removes the potential for human error, ensuring that accounts are always updated correctly. 
  • Increased Efficiency: The automated process streamlines operations, allowing for faster order processing and improved customer satisfaction. 
  • Leveraging Existing Functionality: The solution utilizes Acumatica’s built-in features, eliminating the need for complex custom coding. 

This podcast highlights a real-world example from a fire safety industry client. The solution was developed by Mamta, an Associate Functional Consultant at Tayana Solutions, who has over 13 years of ERP experience and expertise in Acumatica. 

Tayana Solutions, the largest services partner with Acumatica Cloud ERP, can help businesses streamline their Acumatica implementations and support needs. For assistance with automating your Acumatica processes, contact Tayana Solutions at 6789102774.