D100: Inventory Order Management Basics

Version: 2025R1
Category: Inventory

How to Use This Course

This course introduces you to the Acumatica ERP inventory and order management functionality based on a set
of examples that illustrate sales, purchases, and returns processes in a midsize company. The course consists of
lessons that guide you step by step through the examples and explanations of the configuration and the business
process flow in Acumatica ERP.

What Is in This Guide

The guide includes the Company Story topic, implementation activities, and process activities. The Company
Story topic explains the organizational structure of the company preconfigured in the U100 dataset, as well as the
company's business processes and requirements. The primary content of the guide is configuration lessons and
process lessons.
Each implementation activity of the course is dedicated to a particular implementation scenario, based on the
U100 Basic Company dataset, and consists of steps that you complete.
Each process activity of the course is dedicated to a particular user scenario and consists of processing steps that
you complete.

           The process activities are independent and can be completed in any order.

Which Training Environment You Should Use

All lessons of the training course should be completed in an instance of Acumatica ERP 2025 R1. For this course, you
will use two Acumatica ERP tenants—one with each of the following training datasets preloaded:

U100 Basic Company, which provides a company with basic settings. This company is ready for the implementation of the inventory and order management functionality. In this dataset, you will complete the activities of Part 1. You or your system administrator should first prepare an instance of Acumatica ERP 2025 R1 and add a tenant with the U100 Basic Company dataset, as described in the How to Create a Tenant with the U100 Basic Company Dataset section below.
U100, which provides the predefined settings and entities that you will need for processing sales and purchases of stock items. In this dataset, you will complete the activities of Part 2 in a fully configured system. You or your system administrator should first prepare an instance of Acumatica ERP 2025 R1 and add a tenant with the U100 dataset, as described in the How to Create a Tenant with the U100 Dataset section below.

What Is in the Parts

The course is divided into two major parts:

Part 1 consists of implementation lessons and includes activities to be performed in a company with the U100 Basic Company dataset preloaded. You have to read the general information and perform the implementation activities of this part to learn how to configure a company with the basic inventory and order management functionality.
Part 2 consists of lessons related to the basic sales and purchase processes. You have to read the general information and complete the process activities of this part in a company with the U100 dataset to learn how to process sales and purchases in a fully configured system. How to Use This Course | 6

What Is in a Configuration Lesson

A configuration lesson—that is, a lesson dedicated to the configuration of system settings and entities—provides a brief overview of the required system configuration and a description of other settings that could aﬀect the configuration workflow. Each configuration lesson includes at least one implementation activity that you have to complete in your Acumatica ERP instance to configure the core system settings or to prepare system entities.

What Is in a Process Lesson

A process lesson—that is, a lesson dedicated to the performing of a particular business process—includes a brief user scenario and a description of the process workflow. It can also include process diagrams that illustrate the user scenario supported by this process. The lesson also provides a brief overview of the settings that need to be specified and the entities that need to be prepared in the system before you start to perform this business process. Each process lesson includes at least one process activity that you have to complete in your Acumatica ERP instance to learn how to perform the described business process.

What the Documentation Resources Are

Acumatica ERP provides a wide variety of documentation resources, which you can access from this course, from the system, or from the Help portal. Links to related information are provided at relevant places throughout the course. 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 (or any other Acumatica ERP form), you can click the Open Help button in the top pane to bring up a form-specific Help menu; you can use the links on this menu to quickly access form- related concepts and activities and to open a reference topic with detailed descriptions of the form elements.

How to Create a Tenant with the U100 Basic Company Dataset Before you complete this course, you need to add a tenant with the U100 Basic Company dataset to an existing Acumatica ERP instance. You will then prepare the tenant for completing the activities. To complete this preparation, perform the following instructions:

Go to Amazon Storage.
Open the folder that corresponds to the version of your Acumatica ERP instance.
In this folder, open the Snapshots folder and download the u100_basic_company.zip file.
Launch the Acumatica ERP instance and sign in.
Open the Tenants (SM203520) form and click Add New Record on the form toolbar.
In the Login Name box, type the name to be used for the tenant.

On the form toolbar, click Save.

              When you create a system tenant, you may be signed out aer its creation, depending on how
              many non-System tenants your Acumatica ERP instance already had:

If you started with one non-System tenant (to which you are signed in) and you create a new one, the system signs you out to switch from single-tenant mode to multitenant mode.
If the instance had multiple non-System tenants and you create another, it is already in multitenant mode. Instead of being signed out, you wait until the system completes the operation and then proceed.

On the Snapshots tab, click Import Snapshot. How to Use This Course | 7
In the Upload Snapshot Package dialog box, select the u100_basic_company.zip file, which you have downloaded, and click Upload. The system uploads the snapshot and lists it on the Snapshots tab of the Tenants form. 10.Open the Apply Updates (SM203510) form and click Schedule Lockout. 11.In the Schedule Lockout dialog box, click OK. 12.Open the Tenants form again. 13.On the form toolbar, click Restore Snapshot. 14.If the Warning dialog box appears, click Yes. 15.In the Restore Snapshot dialog box, make sure that the correct snapshot package is being uploaded, and click OK. The system will restore the snapshot and sign you out. 16.Sign in to the tenant that you have just created. 17.Open the Apply Updates form again. 18.On the form toolbar, click Stop Lockout.

How to Create a Tenant with the U100 Dataset Before you complete this course, you need to add a tenant with the U100 dataset to an existing Acumatica ERP instance. You will then prepare the tenant for completing the activities. To complete this preparation, perform the following instructions:

Go to Amazon Storage.
Open the folder that corresponds to the version of your Acumatica ERP instance.
In this folder, open the Snapshots folder and download the u100.zip file.
Launch the Acumatica ERP instance and sign in.
Open the Tenants (SM203520) form and click Add New Record on the form toolbar.
In the Login Name box, type the name to be used for the tenant.

On the form toolbar, click Save.

              When you create a system tenant, you may be signed out aer its creation, depending on how
              many non-System tenants your Acumatica ERP instance already had:

If you started with one non-System tenant (to which you are signed in) and you create a new one, the system signs you out to switch from single-tenant mode to multitenant mode.
If the instance had multiple non-System tenants and you create another, it is already in multitenant mode. Instead of being signed out, you wait until the system completes the operation and then proceed.

On the Snapshots tab, click Import Snapshot.
In the Upload Snapshot Package dialog box, select the u100.zip file, which you have downloaded, and click Upload. The system uploads the snapshot and lists it on the Snapshots tab of the Tenants form. 10.Open the Apply Updates (SM203510) form and click Schedule Lockout. 11.In the Schedule Lockout dialog box, click OK. 12.Open the Tenants form again. 13.On the form toolbar, click Restore Snapshot. 14.If the Warning dialog box appears, click Yes. How to Use This Course | 8
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15.In the Restore Snapshot dialog box, make sure that the correct snapshot package is being uploaded and
   click OK. The system will restore the snapshot and sign you out.
16.Sign in to the tenant that you have just created.
17.Open the Apply Updates form again.
18.On the form toolbar, click Stop Lockout.
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Which Credentials You Should Use

To complete the lessons, sign in as the following users:

Lesson 1: gibbs
Lesson 2: gibbs
Lesson 3: gibbs
Lesson 4: gibbs
Lesson 5: gibbs
Lesson 6: gibbs
Lesson 7: gibbs
Lesson 8: gibbs
Lesson 9: wiley 10.Lesson 10: wiley 11.Lesson 11: norman 12.Lesson 12: norman 13.Lesson 13: norman
The password for each user is 123.

Which License You Should Use

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. Company Story | 9

Company Story

This topic explains the organizational structure and operational activity of the company you will work with during this training course.

Company Structure

The SweetLife Fruits & Jams company is a midsize company located in New York City. The company consists of the following branches:

SweetLife Head Oﬀice and Wholesale Center: This branch of the company consists of a jam factory and a large warehouse where the company stores fruit (purchased from wholesale vendors) and the jam it produces. Warehouse workers perform warehouse operations by using barcode scanners or mobile devices with barcode scanning support.
SweetLife Store: This branch has a retail shop with a small warehouse to which the goods to be sold are distributed from the company's main warehouse. This branch is also planning on selling goods via a website created on an e-commerce platform to accept orders online. The e-commerce integration project is underway.
SweetLife Service and Equipment Sales Center: This branch is a service center with a small warehouse where juicers are stored. This branch assembles, sells, installs, and services juicers, in addition to training customers' employees to operate juicers.

Operational Activity

The company has been operating starting in the 01-2024 financial period. In November 2024, the company started using Acumatica ERP as an ERP and CRM system and migrated all data of the main oﬀice and retail store to Acumatica ERP. The equipment center began its operations in 01-2025 in response to the company's growth. The base currency of the company and its subsidiaries is the US dollar (USD). All amounts in documents and reports are expressed in US dollars unless otherwise indicated.

SweetLife Company Sales and Services

Each SweetLife company's branch has its own business processes, as follows:

SweetLife Head Oﬀice and Wholesale Center: In this branch, jams and fruit are sold to wholesale customers, such as restaurants and cafes. The company also conducts home canning training at the customer's location and webinars on the company's website.
SweetLife Store: In the store, retail customers purchase fresh fruit, berries, and jams, or pick up the goods they have ordered on the website. Some of the goods listed in the website catalog are not stored in the retail warehouse, such as tropical fruits (which are purchased on demand) and tea (which is drop-shipped from a third-party vendor).
SweetLife Service and Equipment Sales Center: This branch assembles juicers, sells juicers, provides training on equipment use, and oﬀers equipment installation, including site review and maintenance services. The branch performs short-term service provision. The company has local and international customers. The ordered items are delivered by drivers using the company's own vehicle. Customers can pay for orders by using various payment methods (cash, checks, or credit cards).

Company Purchases

The company purchases fruits and spices from large fruit vendors for sale and for jam production. For producing jams and packing jams and fruits, the company purchases jars, labels, and paper bags from various vendors. For Company Story | 10

the internal needs of the main oﬀice and store, the company purchases stationery (printing paper, pens, and pencils), computers, and computer accessories from various vendors. The company also purchases juicers and juicer parts from large juicer vendors, and it either purchases the installation service for the juicers or provides the installation service on its own, depending on the complexity of the installation. Reviewing the Interaction of Inventory and Order Management with Financials | 11

Reviewing the Interaction of Inventory and Order

Management with Financials To support financial accounting processes, maintain data consistency during the sales and purchase operations, and track items' costs, the inventory and order management is tightly integrated with financials. The system also provides instant access to accurate inventory allocation information and notifies the user if the item quantity specified in an order is not available. The following diagram illustrates the general workflow of sales and purchase processes performed in Acumatica ERP, the documents that are produced, and the interaction between inventory, order management, and financials during the order fulfillment processes.

The purchase process (shown in the diagram above) consists of the following steps:

A user creates a purchase order. A purchase order itself does not produce general ledger transactions.
A user creates a purchase receipt for a purchase order to record the receipt of items to inventory. On release of a purchase receipt, an inventory receipt is created to increase the item quantity in the inventory. Reviewing the Interaction of Inventory and Order Management with Financials | 12
On release of the purchase receipt, an AP bill is created to adjust the vendor's balance in the system.
On release of the inventory receipt and AP bill, the batches of transactions are generated and posted to the general ledger to update the account balances.

The sales process (shown in the diagram above) consists of the following steps:

A user creates a sales order. A sales order itself does not produce general ledger transactions.
A user creates a shipment document to record the shipping of the items to the customer.
A user creates a sales invoice to adjust the customer's balance in the system. On release of the sales invoice, an inventory issue is created to decrease the item quantity in the inventory.
On release of the inventory issue and sales invoice, the batches of transactions are generated and posted to the general ledger to update the account balances. Part 1: Configuring Inventory and Order Management | 13

Inventory Order Management Basics