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Streamlining Credit Memo Applications in Acumatica: A Case for Automation

This video explores a common business challenge in Acumatica: automating notifications for credit memo applications. Learn how Tayana Solutions implemented a simple yet effective solution using Acumatica’s built-in features. 

Challenges

Applying credit memos to invoices is a routine process in Acumatica. However, ensuring timely notifications to both customers and internal stakeholders can be challenging. Manually tracking applications and sending updates is time-consuming and prone to errors. This can lead to customer inquiries and delays in resolving outstanding balances. 

  • Lack of Real-Time Visibility: Manual processes prevent customers from receiving instant updates on credit memo applications. 
  • Potential for Errors: Manual tracking increases the risk of mistakes, leading to discrepancies in account balances and customer confusion. 
  • Time-Consuming Process: Manually sending notifications to multiple parties for each application is inefficient and resource-intensive. 

Solution & Benefits

To address these challenges, Tayana Solutions implemented a streamlined automation solution using Acumatica’s Generic Inquiries (GI) and Business Events features. 

How it Works: 

  • Generic Inquiry: A GI is configured to capture data from the ARInvoice and ARAdjust2 tables, specifically targeting credit memo applications. The ARAdjust2 table serves as a comprehensive log, tracking all adjustments made to invoices. The GI filters the data to show only credit memo applications, excluding other adjustments like payments. 
  • Business Event: A Business Event is linked to the GI, triggering an action when a new record is inserted into the GI, indicating a credit memo application. 
  • Automated Email Notifications: The Business Event sends instant email notifications to both the customer and the document owner, informing them of the credit memo application. 

Benefits: 

  • Increased Efficiency: The automated process eliminates the need for manual tracking and notification, saving time and resources. 
  • Improved Accuracy: The solution ensures precise tracking of credit memo applications, reducing the risk of errors. 
  • Enhanced Customer Satisfaction: Real-time email notifications keep customers informed, leading to greater transparency and a better customer experience. 
  • Scalability and Maintainability: The solution leverages existing Acumatica features, ensuring stability, easy maintenance, and compatibility with future upgrades. 

This podcast highlights how Tayana Solutions, a leading Acumatica services partner, used a simple yet powerful approach to automate a common business process. By leveraging Acumatica’s existing tools, they provided a client with a cost-effective and sustainable solution, ultimately improving efficiency and customer satisfaction. Contact Tayana Solutions today to learn how they can help optimize your Acumatica processes. 

Note: To enhance the video content, consider including visuals such as screenshots of the Generic Inquiry and Business Event configurations in Acumatica. A diagram illustrating the notification flow, from credit memo application to email delivery, can also be beneficial for viewers. You may want to independently verify this information as it was not found in the sources.