I100: IntegrationScenarios

Version: 2025R1
Category: Integration

How to Use This Course

This course introduces integration scenarios in Acumatica ERP. The integration scenarios in Acumatica ERP help
you to import data during the initial system implementation and to support the seamless integration of Acumatica
ERP with third-party applications and other enterprise information resources.
The course is intended for Acumatica ERP users who are familiar with the user interface and the main principles
of the system's work. The course can be useful for Acumatica ERP consultants, system administrators, and
programmers who intend to use the Acumatica screen-based web services API.
The course is based on a set of examples that demonstrate the processes of creating import and export scenarios
and processing data by using the created scenarios. This course consists of lessons that guide you step by step
through the specifics of integration scenarios.
Aer you complete the course, you will have an understanding of how to use integration scenarios for importing
data to Acumatica ERP and exporting data from Acumatica ERP.
The course is based on a set of examples that demonstrate the processes of creating import and export scenarios
and processing data by using the created scenarios. This course consists of lessons that guide you step by step
through the specifics of integration scenarios.

What the Course Prerequisites Are

For this course, you should be familiar with the following functional areas of Acumatica ERP:

Financial management
Inventory management
Order management (purchase orders and sales orders)
Organization management

Which Training Environment You Should Use

All lessons of the course should be completed in an instance of Acumatica ERP 2025 R1 with the T100 training
dataset preloaded; this dataset provides the predefined settings and entities you will need as you complete the
activities of this course.
You need to prepare an instance of Acumatica ERP 2025 R1, as described in Initial Configuration.

What Is in a Part

Parts 1 through 4 of the course are dedicated to a particular Acumatica ERP object used in the integration process
and related procedures. Parts 5 and 6 are dedicated to additional techniques that can be useful when you work
with integration scenarios. Each part of the course consists of lessons you should complete.

What Is in a Lesson

The lessons consist of examples that outline the procedures you're completing and describe the related concepts
you are learning.
Each lesson ends with a lesson summary, which summarizes the concepts you have learned during the lesson.

What the Documentation Resources Are

The complete Acumatica ERP documentation is available on https://help.acumatica.com/ and is included in the
Acumatica ERP instance. While viewing any form used in the course, you can click the Open Help button in the top
pane of the Acumatica ERP screen to bring up a form-specific Help menu; you can use the links on this menu to

How to Use This Course | 7

quickly access form-related information and activities and to open a reference topic with detailed descriptions of the form elements.

Which Credentials You Should Use

You complete all lessons of this course by using the admin user and the password that you have specified when you deployed the instance.

For the educational purposes of this course, you use Acumatica ERP under the trial license, which does not require activation and provides all available features. For the production use of this functionality, you have to activate the license your organization has purchased. Each particular feature may be subject to additional licensing; please consult the Acumatica ERP licensing policy for details. Getting Started | 8

Getting Started

This part contains general information about the integration scenarios and instructions for deploying an instance of Acumatica ERP 2025 R1 that you will use during the training course.

Initial Configuration

You need to deploy an instance of Acumatica ERP 2025 R1 with a company that contains specific data to use for the training course. Do the following:

Open the Acumatica ERP Configuration wizard, and deploy a new application instance. On the Tenant Setup page of the Acumatica ERP Configuration wizard, specify one tenant with the T100 data inserted by specifying the following settings:

Login Tenant Name: MyTenant
New: Selected
Insert Data: T100
Parent Tenant ID: 1
Visible: Selected The system creates an Acumatica ERP instance, adds a new tenant, and loads the selected data.

Username: admin
Password: setup Change the password when the system prompts you to do so.

Overview of Integration Scenarios

Acumatica ERP provides integration with external data sources and third-party systems through integration services. These integration services include the import and export of data by means of integration scenarios and interaction with external systems through the web services APIs and the mobile REST API (see the diagram below).

This course focuses on integration scenarios: the part of Acumatica ERP integration services that is primarily intended for one-time or periodic import or export of data between systems. Getting Started | 9

Defining Integration Scenarios and Data Providers

To upload data to and from Acumatica ERP, you can use import scenarios and export scenarios, which define data import and data export instructions for the system. An import or export scenario is a sequence of actions to be executed for a data record as if the record is being manipulated by user through an Acumatica ERP form. When you enter data into the system manually, you perform a sequence of actions. You open the needed data entry form and start entering data. To add a new record, you use the UI elements one by one—that is, you type text, select values from combo boxes, clear or select check boxes, and click buttons. In the corresponding scenario, you compose exactly the same sequence of actions—you specify a command for each user action that would be performed on the form. Because you cannot perform multiple actions simultaneously on the form, the scenario executes commands successively. To construct the scenario, you reflect the actions you make on the form in the sequence of commands for the scenario. In these scenarios, you either save data to an external system or file, or upload data from an external system or file to Acumatica ERP. Thus, you must define the format of the external system or file to the Acumatica ERP system. For this purpose, you set up a data provider in the system. A data provider is an entity that defines the structure of the external data source; Acumatica ERP then uses the data provider to transfer data from and to the external system or file. Therefore, to use an integration scenario, you have to define the data provider and the needed import or export scenario, as illustrated in the following diagram. An integration scenario works as if the data is being manually processed on an Acumatica ERP form. Getting Started | 10

When you are creating an integration scenario, you first create the needed data provider, which defines the type and schema of the data source. For example, the type can be an Excel file, and the schema of an Excel data source consists of the names of spreadsheets that should be used for data import or export and the list of columns on the spreadsheets. If the external data source has changed (for example, if a new column has been added to an Excel spreadsheet), you have to update the data provider in Acumatica ERP to be able to use the new column in scenarios for which the data provider is specified. Aer you have prepared the data provider, the second step is to define the scenario, including the scenario mapping. You can construct a scenario for any data entry form. In the scenario, you use internal fields, which are the fields of Acumatica ERP, and external fields, which are defined in the specified data provider. In the scenario, you map internal fields to external fields and specify commands. Integration scenarios are specific to the Acumatica ERP form and the external data schema. Aer the scenario is ready, you can run the import or export for the scenario to get the result. You can also schedule scenarios to be run, so that you can import and export data on a regular basis. Getting Started | 11

Importing Data to Acumatica ERP with Import Scenarios

You can import data from a third-party application or an external file of a specific type to Acumatica ERP, or you can perform periodic data synchronization—that is, update or delete data in the existing records—with the data of a third-party application. An import scenario represents the steps that should be executed to import one record in a series of similar records, along with any restrictions on the data to be imported. The scenario is used by the system to import each record of the data. The importing of data proceeds as follows. When you import data from an external file or system, the specified data provider identifies objects in the prepared external data and finds the fields defined in the data schema of the provider. For example, for an Excel source file, objects correspond to sheets, and fields correspond to columns. Then the data provider executes the import operation according to the selected scenario. It copies the data from the external fields to the specified fields of the Acumatica ERP object. As a result of the import operation, external data is available in Acumatica ERP (see the illustration of the process in the following diagram).

Exporting Data from Acumatica ERP with Export Scenarios

You can use export scenarios to save data from Acumatica ERP to an external application or file, or as a part of data synchronization with the data from a third-party application. An export scenario includes the steps that should be executed to export one record in a series of similar records, along with any restrictions on the data to be exported. The scenario is used by the system to export each record of the data. When you export data from Acumatica ERP to an external file or system, the specified data provider matches Acumatica ERP objects and fields to the corresponding objects and fields defined in the data schema of the provider—for an Excel file, the objects and fields correspond to spreadsheets and columns. Then the data provider executes the export operation according to the selected export scenario. It copies the data from the specified fields of Acumatica ERP to the external fields. As a result of the export operation, data from Acumatica ERP is saved to an external system or file. The process of data export is illustrated in the diagram below. Getting Started | 12 Part 1: Data Providers | 13