D300: Order Management Basics

Version: 2025R1
Category: Inventory

How To Use This Course

This course introduces the Acumatica ERP order management functionality based on a set of examples that illustrate sales and purchases processes without inventory in a midsize company. The course consists of lessons that guide you step by step through the examples and explanations of the configuration and business process flow in Acumatica ERP.

What Is in This Guide

The guide includes the Company Story topic, implementation activities, process activities, and Additional Materials topics. The Company Story topic explains the organizational structure of the company preconfigured in the U100 Basic Company 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.

          You must complete the lessons in Part 1 in order. While you can complete the lessons in Part 2 in any
          order, they must be done aer you have completed the activities in Part 1. For maximum ease and a
          smooth learning curve, we recommend that you perform the activities in order.

Which Training Environment You Should Use

All lessons of the course should be completed in an instance of Acumatica ERP 2025 R1 with the U100 Basic Company dataset preloaded; this dataset provides a company with basic settings. This company is ready for the implementation of the order management functionality. You or your system administrator need to prepare an instance of Acumatica ERP 2025 R1, as described in the How to Create a Tenant with the U100 Basic Company Dataset section below.

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. How To Use This Course | 6

What Is in Additional Materials

In the Additional Materials part of the guide, you can find the following information related to the processes and scenarios covered in the corresponding parts of the guide:

Additional information related to the processes
Transactions generated as a result of the processes
Details about the reports, inquires, and forms you can use to review and gather information related to the processes
Explanations on how to perform mass-processing operations related to the processes

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.
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. How To Use This Course | 7
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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.
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Which Credentials You Should Use

You complete all lessons of this course by using the gibbs username and the 123 password.

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 | 8

Company Story

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

Company Structure

The SweetLife Fruits & Jams company is a midsize company located in New York City. The company has a retail shop from which the goods are sold to customers. This branch also sells goods via its website.

Operational Activity

The company has been operating starting in the 01-2024 financial period. In November 2024, the company started using Acumatica ERP. 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.

Company Sales and Purchases

The company sells fruit and jams to wholesale customers, such as restaurants and cafes. The company also conducts home canning training at the customer's location. The company purchases fruit and spices from large fruit vendors for sale and for jam production. For 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. Reviewing the Interaction of Order Management with Financials | 9

Reviewing the Interaction of Order Management with

Financials To support financial accounting processes, maintain data consistency during the sales and purchase operations, and track items' costs, the order management is tightly integrated with financials. 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 order management and financials during the order fulfillment processes.

The purchasing 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.

Optional: A user creates a purchase receipt for a purchase order to record the receipt of items.

             Users can create purchase receipts only if the Purchase Receipts Without Inventory feature is
             enabled on the Enable/Disable Features (CS100000) form.

On release of the purchase receipt, an AP bill is created to adjust the vendor's balance in the system. Reviewing the Interaction of Order Management with Financials | 10
On release of the AP bill, a batch of transactions is 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 sales invoice to adjust the customer's balance in the system.
On release of the sales invoice, a batch of transactions is generated and posted to the general ledger to update the account balances. Part 1: Basic Order Management Configuration | 11

Order Management Basics