S110: System Security

Version: 2025R1
Category: System

How to Use This Course

This course explains the configuration of system security in Acumatica ERP. You will start with preparing an instance for implementation and securing user access to the system. You will also learn about the monitoring of user activities and configuration of two-factor authentication. The course consists of lessons that guide you step by step through the examples and explanations of the system configuration and business process workflow 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 dataset, as well as the company's business processes and requirements. Each of the process activities of the course is dedicated to a particular user scenario and consists of processing steps that you complete.

Which Training Environment You Should Use

This course must be completed in an instance of Acumatica ERP 2025 R1. For this course, you will use the following tenants:

An Acumatica ERP tenant without any preloaded dataset (out-of-the-box). In this tenant, you will complete the activities of lessons 1.1 and 1.2.
An Acumatica ERP tenant with the U100 dataset preloaded; this dataset provides the preconfigured settings and entities you will need as you complete the course. In this tenant, you will complete the activities of lessons from 2.1 to 4.1. You can find detailed instructions on creating the tenants 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.

What Is in Additional Materials

In the Additional Materials part, you can find the following additional information related to the lessons:

Implementation checklists
Additional information related to system security How to Use This Course | 6

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 an Out-of-the-Box Company To add to an existing Acumatica ERP instance a tenant with an out-of-the-box company, perform the following instructions:

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 a name to be used for the tenant.
On the form toolbar, click Save. The system creates the tenant.
Sign out of the current tenant. You are now on the Welcome page and you can sign in to the tenant you have just created.

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. How to Use This Course | 7

   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.

Which Credentials You Should Use

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

Lesson 1.1: The admin username and the setup password (or the password provided to you by the person who did the installation)
Lesson 1.2: The admin username and the new password that you specified during the first sign-in
Lesson 2.1: The gibbs username and the 123 password
Lesson 2.2: The gibbs username and the 123 password
Lesson 2.3: The gibbs username and the 123 password
Lesson 3.1: The gibbs username and the 123 password
Lesson 3.2: The gibbs and reece username and the 123 password
Lesson 4.1: 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 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 | 9

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. Part 1: Preparing an Instance for Implementation | 10

Course Structure

Part 4: Using Multifactor Authentication Methods................................................................................... 53

Lesson 4.1: Configuring Two-Factor Authentication

System Security