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Acumatica Automation: Unlocking the Power of Your Data

This video explores the challenges of extracting data from Acumatica and presents a powerful solution using generic inquiries and automation for seamless data management. 

(a) Challenges in Extracting Data from Acumatica

Users often encounter difficulties when trying to extract data from Acumatica, especially when a specific format is required. The system, while robust, can sometimes feel restrictive in providing access to data in the desired way. A common challenge is extracting trial balance data for use in external systems, a frequent requirement in various business processes. Acumatica’s standard trial balance reports, while available in the report designer, lack a direct export function to platforms like SFTP servers. This absence of a simple export mechanism necessitates alternative solutions for efficiently transferring data. 

(b) The Solution: Generic Inquiries and Automation

Leveraging Generic Inquiries for Data Extraction: Functional consultant Sua, an expert in Acumatica with over 100 unique solutions to her name, offers an elegant solution to this data extraction challenge. Instead of complex coding, she utilizes the versatility of generic inquiries, often likened to the “Swiss Army knife” of Acumatica. 

Sua builds a custom generic inquiry to target the specific trial balance data needed. This inquiry acts as a “focused data grabber” and structures the extracted data in a format suitable for export, avoiding the issue of trying to fit data into incompatible formats. 

Automating the Export Process: To further streamline the process, Sua automates the data transfer using an export scenario linked to the custom generic inquiry. This scenario, residing in the integration module, ensures the output file is readily available in the file section, eliminating manual searches. 

Maintaining Data Freshness and Security: An automation schedule, also within the integration module, runs the export scenario regularly, ensuring the data on the SFTP server remains up to date. Sua prioritizes security by obtaining SFTP credentials directly from the client, guaranteeing secure data transfer. 

Benefits of This Approach: This solution using generic inquiries and automation extends beyond just trial balance data and offers several benefits: 

  • Versatility: It can be applied to various scenarios like sending custom reports to clients and integrating with different systems. 
  • Efficiency: Automating the process eliminates manual effort, saving time and reducing errors. 
  • Data Accuracy: Frequent updates guarantee fresh and reliable data on the SFTP server. 
  • Security: Direct SFTP credentials ensure data transfer is secure. 
  • Scalability: This approach can be adapted to manage and automate various data extraction needs within Acumatica. 

The podcast encourages listeners to consider their own Acumatica data challenges and explore the potential of generic inquiries and automation to unlock new levels of efficiency and data management. The experts at Tayana Solutions, with their vast experience in Acumatica, can guide users in implementing such solutions and maximising the platform’s capabilities.