S140: System Maintenance

Version: 2025R1
Category: System

How to Use This Course

This course introduces you to the maintenance of the Acumatica ERP system. You will learn how to manage tenants
and snapshots, set up automatic processing, manage customization projects, and tailor the user interface based on
your company's business processes. You will also learn about ways to monitor system performance, build search
indexes, troubleshoot system-related issues, and maintain the database and update the system by using the web
interface.
The course consists of lessons that guide you step by step through the examples and explanations of the
configuration and maintenance flow in Acumatica ERP.

What Is in This Guide

The guide includes the Company Story topic, process activities, and Additional Materials topics, as needed.
Company Story 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 a guide is configuration lessons and
process lessons. Each of the process activities 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 course should be completed in an instance of Acumatica ERP 2025 R1 with the U100 training
dataset preloaded; this dataset provides the predefined settings and entities you will need as you complete the
activities of this course.
You or your system administrator should prepare an instance of Acumatica ERP 2025 R1, as described in the How to
Create a Tenant with the U100 Dataset section below.

What Is in Parts

The course is divided into three major parts that consist of process lessons:

Part 1 is dedicated to the adjustment of the user interface.
Part 2 is dedicated to the management of tenants and snapshots, the publishing of customization projects, and the setup of automated scheduled processing.
Part 3 is dedicated to the monitoring of system health. In each part, you have to read the topics with system information and complete the process activities in a company with the U100 dataset to learn how to perform basic system maintenance operations.

What Is in the Additional Materials

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

Appendix 1 contains materials about the management of tenants and snapshots and the publishing of customization projects. It also contains an implementation checklist that you can use for the setup of automated scheduled processing.
Appendix 2 lists the recommended operations before applying updates to the system.

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

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 | 7
```
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

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 consists of the following branches:

SweetLife Head Oﬀice and Wholesale Center: This branch of the company is made up 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. The branch assembles, sells, installs, and services juicers, in addition to training customers' employees to operate juicers. The Muﬀins & Cakes company is a subsidiary SweetLife Fruits & Jams company. Muﬀins & Cakes—which is located in Denver, Colorado—consists of the following branches:
Muﬀins Head Oﬀice and Wholesale Center: This branch owns a bakery and a wholesale warehouse where products are stored.
Muﬀins Retail Shop: This branch, which sells products to retail customers, has a retail shop with a small warehouse.

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 has begun its operations in 01-2025 in response to the company's growth. The Muﬀins & Cakes company was established in January 2024 and started using Acumatica ERP at the end of the 01-2025 financial period. 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. Part 1: Tailoring the Appearance of the Acumatica ERP Instance | 9

System Maintenance