Acumatica Implementation: Features with Less Complex Implementation



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By Jeff Warwick

Clients First is an Acumatica ERP Partner in part, due to it’s simplicity in implementation.  Many companies need a simplistic business software solution, but loads of functionality.  After 20 plus years in this industry we know the trials and tribulations of ERP implementations and the pitfalls that have ensnared unsuspecting companies. We understand that frustration that comes with a myriad of never-ending maze-like setups. Yes, initially new software sounds Utopian, more functionality than you could ever have dreamed, but how much of that functionality does your organization really need and how much will you honestly utilize? And is it worth the cost, not only monetarily but also strain and drain on resources? Is it worth the time it takes to implement? Implementations put pressure on so many aspects of business life. They take employees away from their daily duties or add overtime to already overworked staff and stretched budget.  If an implementation could just be less complicated and not have so many moving parts. If only it could be less time consuming yet offer solid and well thought out standard business functionality that could be modified here and there to meet specific requirements.

Well with Acumatica, it can…

Acumatica is not only a robust and user-friendly ERP it also comes with the bonus of a down to earth simple implementation structure. Ease of implementation means less work and less time doing initial setups which means more time to run your business. Here are a few of Acumatica’s most fantastically thoughtful implementation tools from an Acumatica ERP Partner.

Migration Mode for Historical Transactions

Your company wants monthly GL balances for the five years of historical transactions in the new ERP system. Not looking forward to the hours of calculating how to input, reverse, balance, and clear the necessary journal entries? Acumatica’s migration mode allows you to import historical transactions without affecting the GL. Just turn migration mode on, and any transactions brought in have no effect on the GL. Voila, you have the historical data at your fingertips, but you don’t have to wear your fingers out entering additional entries to correct the GL balances.

Forgive and Forget

Acumatica doesn’t scream at you if your legacy information is not in the perfect format for importing and it doesn’t require you to have the columns on your import document to match the columns in Acumatica. Acumatica is very forgiving. It helps you get on with the work by organizing the input data columns for you and it also provides you with the opportunity to define the name of the incoming value on the import scenario screen; i.e., it easily maps your legacy information to the Acumatica field. Forget what Acumatica Field you need? View the screen that will receive your information with one click – directly from the import scenario.

Upload Ability

Acumatica’s Trial Balance upload functionality allows you to upload a trial balance from a legacy system with minimum effort. Acumatica will calculate the net changes and prepare the journal entry of the net changes necessary to obtain the ending balance you uploaded.

Branch Specific Number Sequences

Acumatica allows identifying numbering sequences to make sense. For example, if your company has several branches, you can put letters indicating the branch name in the front of the numbering sequences to indicate which branch made the transactions. Or, you can create specific number ranges for each branch. It only takes a few moments but saves confusion and time going back and forth trying to identify where transactions are coming from. Reports are clear and concise, and everyone is on the same page.

System Locales

Acumatica understands that users from different regions or industries use different languages and/or terminology for the same functionality. System Locales quickly changes the language across Acumatica, but it can also be used to customize your naming conventions. So, if the language is Spanish instead of English, for example, the user can select Spanish in the Locale Preferences, and everything will be displayed in Spanish. Or if you prefer to see menu items named Client instead of Customer, you can do that, too, without having to do a customization package.

User Training Tools – Wiki Help

No more limiting tribal knowledge because Acumatica not only includes predefined wiki help, but also makes it possible for you to create your own personalized wiki help. Your team can both access it and add to it! This can reduce your dependency an Acumatica ERP Partner.

User Training Tools – Process Flow Dashboards

Acumatica’s user-friendly nature allows you to create interactive flow charts of your business process flows that display as landing pages for your users. Users open Acumatica and have the processes mapped out right in front of them – including hyperlinks to the appropriate screens. So, if the first step in the purchasing process is an RFQ and next is creating a purchase order; this can be detailed and be used as a training tool or a reminder. So, map out your processes and they can be added seamlessly into Acumatica as either a list of steps or flow chart with pictures! Add hyperlinks so users can follow the list and click on the link to take them directly to the next step in your process. No missed steps!

User Training Tools – Business Scenarios

Sometimes you need to run complex procedures on a regular basis, like month end close. But these procedures can be confusing and involve multiple users and many steps. The procedures aren’t done often enough for anyone on the team to remember all the steps. So, instead of sitting around wondering what to do next, set up a Business Scenarios. You can create as many business scenarios as you need. They can be recurring and scheduled so that once you develop a scenario you can and forget it until it is time to execute. Scenarios include tasks which can be assigned to individual users. They can also include detailed information that can be useful for task execution, like instructions or links to help topics, appropriate screens to process the request, or predecessor and successor setup. An added bonus! Business Scenarios can also help with training!

Jeff Warwick

Jeff Warwick

Partner, Clients First Business Solutions New Jersey

Jeff Warwick is an experienced partner at Clients First with over 20 years of ERP solution selling under his belt. With his honest approach and fine attention to detail, Jeff has helped hundreds of growing businesses find the right ERP software and technology to last the life of their business. When he’s not driving high impact results for his valued customers, you can find Jeff rocking out on his guitar at his local church!