How to Track Gift Card Inventory and Balances in Acumatica
How to Track Gift Card Inventory and Balances in Acumatica
Tracking gift card inventory and balances in Acumatica requires two connected controls: inventory or numbering for each gift card issued, and a financial balance that changes as the card is sold, redeemed, or returned. Biz-Tech Services Gift Card Processing supports both stock and non-stock gift cards while keeping the serial number, original amount, used amount, and remaining amount visible inside Acumatica.
Stock gift cards are serialized inventory and must be received, assigned, and allocated. Non-stock gift cards are generated by numbering rules or entered manually. Once either type is sold, the Gift Card tab on Payment Methods becomes the central balance record.
What Gift Card Inventory and Balance Tracking in Acumatica Does
Gift Card Processing lets companies sell serialized gift cards and accept sold gift cards as payment. Acumatica stores Customer ID, Inventory ID, Gift Card Serial Number, Order Number, Gift Card Amount, Used Amount, and Remaining Amount. These fields connect the issued card to its owner, sale, and redemption history.
Gift Card Inventory and Balance Flow at a Glance
1. Create the Gift Card payment method and connect it to an allowed cash account.
2. Configure default items, external item mappings, and sequential or random numbering on Gift Card Preferences.
3. For stock gift cards, receive serialized inventory and record expiration dates when applicable.
4. For non-stock gift cards, generate or enter one gift card number for every ordered quantity.
5. Allocate a stock card serial number or assign a non-stock card number on the sales order.
6. Fulfill the sale so the card record appears on the Gift Card tab of Payment Methods.
7. Redeem the card through a sales order, Payments and Applications, or an invoice, then release the payment.
8. Monitor Used Amount, Remaining Amount, Gift Card History, and Gift Card Summary after every transaction.
Choose Stock or Non Stock Gift Card Inventory
A non-stock gift card does not require a physical inventory receipt. It can be sold in Acumatica or imported from an external system, and its number can be entered manually or generated from Gift Card Preferences. The sales order line uses the Ship Complete shipping rule. When quantity is greater than one, the Gift Card Numbers window should show the individual numbers associated with the selected line.
A stock gift card is created on Stock Items IN202500 and uses a Lot Serial Class. The payment method field is enabled for serialized items, so the gift card must be associated with the applicable Gift Card payment method. Stock cards are physical serialized inventory and therefore require receipt and allocation before sale.
Configure Gift Card Numbering and External Item Mapping
Gift Card Preferences controls how non-stock card numbers are created. Gift Card Numbering exposes Numbering Segments, where administrators define the structure and Auto-Incremental Value. The auto-increment value is required for automatic generation.
Use Random Numbering hides Numbering Segments and generates random numbers when the gift card item and quantity are entered on the sales order. The generated numbers appear in the Gift Card Numbers window. This option prevents users from relying on a predefined sequence.
Default Gift Card Item identifies the non-stock item used for external gift cards during order import. If Use Multiple Gift Cards in Commerce is enabled, external Gift Card SKUs can be mapped to corresponding Acumatica items. If it is disabled, imported orders use the Default Gift Card Item.
Receive and Allocate Stock Gift Cards
The stock gift card receipt process establishes inventory availability. Add the Gift Card Item to the Receipts screen, enter the quantity, and generate serial numbers in Line Details. If Track Expiration Date is enabled on the serial class, enter the expiration date during receipt.
Allocation is required for stock gift card items. On Sales Orders, select the serial number in the Lot Serial Nbr. field of Line Details. The selection list shows available gift card serial numbers and their expiration dates. This allocation connects one physical card to one order quantity and prevents the same available serial from being assigned as if it were unallocated inventory.
Match Gift Card Quantity to Serial Numbers
Quantity is the core reconciliation rule for both inventory models. A stock order quantity must be supported by allocated serial numbers. A non-stock quantity must be supported by the corresponding number of generated or manually entered gift card numbers. When quantity exceeds one, users should open Gift Card Numbers and verify every number before fulfillment.
For imported orders, also confirm that the mapped or default Gift Card Item is correct. An item mismatch can make the transaction appear under the wrong inventory ID even when the serial number and amount are valid.
Track Gift Card Amount Used Amount and Remaining Amount
Once a gift card is sold, Acumatica stores its Customer Info, Order Info, and Gift Card Amount on the Gift Card tab of Payment Methods. Gift Card Amount is the original value. Used Amount accumulates released redemptions. Remaining Amount is the balance still available.
The balance update depends on transaction completion. When a gift card is used against an invoice, both the invoice and payment must be released before Used Amount and Remaining Amount update on Payment Methods and Gift Card History. An unreleased payment is therefore the first place to look when a redemption does not appear in the balance.
Redeem Gift Cards Without Losing Balance Control
A gift card can be selected as the payment method on Sales Orders, Payments and Applications, or Invoices. The Gift Card field appears after the Gift Card Payment method and cash account are selected. A Default Gift Card can populate automatically; otherwise users select the gift card item and enter the applicable serial number.
The payment must be released. After release, verify that Used Amount increased by the applied amount and Remaining Amount decreased by the same value. Then open Gift Card History through the serial number to confirm the transaction is associated with the expected order, invoice, and customer.
Reconcile Gift Card Returns
A gift card return uses an RC return order on Sales Orders. Users can add lines from the original sales invoice or add the applicable Gift Card Item and select its serial number from Sold Serial Numbers in Line Details. The receipt operation returns stock inventory through Shipments, and a released credit memo reduces the customer balance.
After the return is processed, Acumatica updates the amount information on Gift Card History. Reconciliation should confirm the returned serial number, inventory receipt where applicable, released credit memo, and resulting gift card amount history.
Where to Monitor Gift Card Inventory and Balances in Acumatica
1. Gift Card Preferences: Default Gift Card Item, external SKU mapping, Gift Card Numbering, Use Random Numbering, Numbering Segments, and Auto-Incremental Value.
2. Stock Items and Lot Serial Classes: payment method, serial class, Track Expiration Date, and received serial numbers.
3. Sales Orders: item quantity, Gift Card Numbers, Lot Serial Nbr., allocated serials, expiration dates, and Ship Complete behavior.
4. Payment Methods Gift Card tab: Customer ID, Inventory ID, Gift Card Serial Number, Order Number, Gift Card Amount, Used Amount, and Remaining Amount.
5. Gift Card History: stock or non-stock indicator, external gift card indicator, and the transactions associated with the serial number.
6. Payments and Applications and Invoices: payment method, cash account, gift card item, serial number, applied amount, and release status.
7. Gift Card Summary: current summary information and any exchange with an external system.
8. Returns: RC order, Sold Serial Numbers selection, receipt confirmation, credit memo, and updated history.
Gift Card Inventory and Balance Tracking Frequently Asked Questions
Why is a stock gift card serial number unavailable on the sales order
Confirm that the card was received, its serial number was generated, and it remains available. Also verify that the item uses the correct Lot Serial Class and that the selected serial has not already been allocated.
How many gift card numbers should an order contain
The assigned gift card numbers should match the gift card quantity. When quantity is greater than one, review the Gift Card Numbers window for the selected line.
Why did the remaining gift card balance not change
Confirm that the payment was released. For invoice-based redemption, both the invoice and payment must be released before Used Amount and Remaining Amount update.
Where can I check a gift card balance in Acumatica
Use the Gift Card tab on Payment Methods to review Gift Card Amount, Used Amount, and Remaining Amount. Open the linked serial number for transaction-level detail in Gift Card History.
Improve Gift Card Control with Biz Tech Services
Reliable gift card control joins quantity, serial identity, allocation, payment release, and balance history. Biz-Tech Services Gift Card Processing keeps these records connected in Acumatica for both physical stock cards and generated non-stock cards.
To learn more about tracking gift card inventory and balances in Acumatica, visit https://biz-techservices.com
Check here for video-details: https://www.youtube.com/watch?v=FyVcs9bR5NY
How to Track Consignment Inventory at Customer Locations in Acumatica
How to Track Consignment Inventory at Customer Locations in Acumatica
Tracking consignment inventory at customer locations in Acumatica requires a clear link between the customer, the consignment warehouse, the shipped quantity, the sold quantity, the returned quantity, and the remaining open balance. Biz-Tech Services Consignment Processing keeps those values connected so users can see where company-owned stock is located and reconcile what the customer still holds.
The operational model is simple: inventory leaves a standard warehouse, enters a designated consignment warehouse, and remains there until the customer sells it or returns it. Acumatica records each transition through consignment orders, transfer-type purchase receipts, invoice orders, return orders, and physical inventory documents.
What Consignment Inventory Tracking in Acumatica Does
Consignment Processing manages the location, quantity, and valuation of inventory held at consignee locations. It distinguishes sold stock from unsold stock, supports invoices for consumed items, and returns unsold items directly from the original consignment order. The customer location and warehouse assignments determine where inventory is tracked.
Consignment Inventory Flow at a Glance
1. Designate an Acumatica warehouse for consignment use and assign the applicable warehouse to the customer.
2. Create a consignment sales order using the configured consignment order type and a standard source warehouse on each line.
3. Confirm the shipment and run Update IN to move quantities into the destination consignment warehouse.
4. Use Consignment Sell Items to invoice quantities sold or consumed by the customer.
5. Use Consignment Return Items to move unsold quantities back through a consignment return order.
6. Use a consignment physical inventory count to compare Book Qty with Physical Qty and generate an invoice for the difference.
7. Monitor order status and open quantities until every shipped unit has been sold or returned and the order closes.
Configure the Consignment Warehouse and Customer Location
The warehouse is the location anchor for consignment inventory. On Warehouses form IN204000, the Use for Consignment checkbox marks a warehouse as eligible for the Consignment Warehouse field in Sales Order Preferences SO101000. The configured default warehouse is selected when a consignment order is created.
A customer-specific consignment warehouse overrides the default from Sales Order Preferences. This precedence matters when one business serves multiple customer locations. Each customer should point to the warehouse that represents the physical consignee location being tracked.
The warehouse roles are intentionally separated. A consignment warehouse can be used only as the destination warehouse, while a standard non-consignment warehouse can be used only on the order lines. Acumatica displays an error when those roles are reversed.
Move Inventory from the Main Warehouse to the Customer Location
The consignment order begins on Sales Orders with the configured Consignment Order Type. The source documentation uses CN as its example. Users select the customer, add the items and quantities, then complete shipment confirmation.
After shipment confirmation, Update IN performs the inventory transition. The system issues the items from the main warehouse and receives them into the selected consignment warehouse. It also automatically generates and releases a transfer-type purchase receipt. This receipt is the inventory evidence that the quantity moved from internal stock to the customer location.
Why Update IN is a critical control point
A confirmed shipment alone does not complete the documented consignment inventory update. Users should verify that Update IN was executed and that the transfer-type purchase receipt exists and was released. If those records are missing, the physical stock may have moved while the Acumatica balance has not reached the consignment warehouse.
Understand Open Consignment and Partial Consignment Quantities
The consignment order status communicates how much of the ordered quantity has reached the customer location. Open means none has shipped. Consignment means all ordered quantities have shipped and are now consignment inventory. Partial Consignment means only part has shipped and some quantity remains pending. Closed means all shipped items have ultimately been sold or returned.
When the order is in Consignment or Partial Consignment status, the Consignment Sell Items and Consignment Return Items actions become available. These status gates help prevent users from selling or returning quantities before Acumatica recognizes them as consigned inventory.
Track Sold Quantities and Consignment Invoices
Consignment Sell Items opens an Item Selection window where users choose the items and quantities sold by the customer. Add and Close generates a Consignment Invoice Order with the selected warehouse, items, and quantities. After the invoice is prepared and released, the Cons. Sold Qty. on the original consignment order is updated.
Cons. Sold Qty. is the main sold-inventory field. Reconcile it against released consignment invoices rather than treating a created invoice order as final. The quantity update occurs after invoice preparation and release, so unreleased documents can explain a difference between what users selected and what the original order reports.
Track Unsold Quantities and Consignment Returns
Consignment Return Items uses the same selection concept for stock the customer did not sell. After users select items and quantities, Acumatica creates a Consignment Return Order. The return follows a process similar to the original consignment order, including Update IN and creation of a purchase receipt.
Return reconciliation should confirm the selected return quantity, the generated return order, the Update IN action, and the purchase receipt. The order cannot close until every shipped unit has been accounted for as sold or returned.
Reconcile Customer Location Stock with Physical Inventory
Physical inventory provides the strongest reconciliation control for consignment stock held outside the company warehouse. On Physical Inventory Types IN208900, create a type with Consignment Inventory Count selected. The Customer and Location fields then become available and should identify the consignee being counted.
On Prepare Physical Count, select the consignment physical inventory type. Acumatica displays the relevant inventory IDs and Book Qty. For consignment counts, Book Qty is the sum of Open Qty from the Item Selection windows of related consignment orders for the selected customer and warehouse.
Generate PI opens Physical Inventory Review. Users enter the actual count in Physical Qty., finish counting, and complete the physical inventory. Acumatica then creates a Consignment Invoice Order based on the recorded physical quantities using the standard Consignment Sell Item process. After releasing the invoice, verify that Open Qty on the original consignment order reflects the new balance.
Where to Monitor Consignment Inventory in Acumatica
1. Sales Order Preferences: Consignment Order Type, Consignment Invoice Order Type, Consignment Return Order Type, and default Consignment Warehouse.
2. Warehouses IN204000: Use for Consignment and the distinction between destination and source warehouses.
3. Customer setup: the customer-specific consignment warehouse that overrides the system default.
4. Consignment order: ordered quantities, shipped quantities, Cons. Sold Qty., Open Qty., and Open, Consignment, Partial Consignment, or Closed status.
5. Transfer-type purchase receipt: source, destination, quantity, and released status after Update IN.
6. Consignment Invoice and Return Orders: selected warehouse, item quantities, document status, and release result.
7. Consignment Orders generic inquiry: order-level history, including closed orders.
8. Consignment Item Details generic inquiry: active item-level consignment balances; closed orders are no longer displayed here.
9. Physical Inventory Review: Book Qty., Physical Qty., generated invoice, and resulting Open Qty.
Consignment Inventory Tracking in Acumatica Frequently Asked Questions
Why is the wrong consignment warehouse appearing on an order
A warehouse assigned to the customer overrides the default Consignment Warehouse in Sales Order Preferences. Review the customer assignment first, then verify that the warehouse has Use for Consignment selected.
Why are Consignment Sell Items and Consignment Return Items disabled
Those actions become available after Update IN when the order reaches Consignment or Partial Consignment status. Confirm the shipment, run Update IN, and verify the resulting transfer-type purchase receipt.
How is Book Qty calculated for a consignment physical count
Book Qty is the sum of Open Qty from the Item Selection windows of related consignment orders for the selected customer and warehouse.
When does a consignment order close
The order closes after all ordered items have shipped and every shipped item has been sold or returned. The sell and return actions are then disabled.
Improve Consignment Inventory Visibility with Biz-Tech Services
Accurate consignment inventory depends on consistent customer warehouse assignments, timely Update IN processing, released sell and return documents, and regular comparison of Book Qty with Physical Qty. Biz-Tech Services Consignment Processing brings those controls into Acumatica.
To learn more about tracking inventory at customer locations with Acumatica Consignment Processing, visit https://biz-techservices.com
How to Manage Kit Component Inventory in Acumatica
How to Manage Kit Component Inventory in Acumatica
Managing kit component inventory in Acumatica starts with the kit specification, then continues through component quantities, warehouse selection, availability checks, allocation, purchasing, assembly, shipment, and receipt reconciliation. The Biz-Tech Services Kit Processing product for Acumatica exposes those component-level controls from the order workflow so users can see and adjust the inventory records that actually fulfill a kit.
This guide concentrates on inventory, warehouse, and quantity handling. It complements the configuration overview in Kit Processing Configuration Checklist for Acumatica, the lifecycle described in How Kit Processing Works in Acumatica from Order Entry to Fulfillment, and the order-entry procedure in How to Create Sales Orders with Kit Items in Acumatica.
What Kit Component Inventory Means in Acumatica
A kit is defined by a specification and revision. The specification can contain stock components, non-stock components, option components, substitute items, and even child kits. When a kit explodes, Acumatica replaces the kit line with a non-stock placeholder and adds its components to the document. Inventory control therefore depends on the component lines, while the placeholder preserves the kit-level commercial line without representing physical inventory.
The Kit Assembly feature must be enabled on Enable/Disable Features (CS100000) to use kit specifications and assembly documents. A kit specification can be created only for an item marked as a kit on Stock Items (IN202500) or Non-Stock Items (IN202000). The active specification, its Revision ID, and Current Revision setting determine which component definition is available for processing.
Kit Component Inventory at a Glance
Use this sequence to keep component demand and inventory evidence aligned:
1. Confirm that the kit specification is active and that the intended revision is current.
2. Review the stock, non-stock, option, nested-kit, and substitute components that can appear for the kit.
3. Set the kit quantity or use Load Components to explode the kit into the placeholder and component lines.
4. Open Component Details to review or change each component Quantity and Warehouse.
5. Compare Qty. Available, Qty. Avail for Shipping, and Qty. on Hand before committing shipment quantities.
6. Choose the shipping rule that matches whether partial component availability is acceptable.
7. Create a purchase order for a component when required quantity must be replenished, or generate a kit assembly for an eligible stock kit.
8. Reconcile the component lines against shipments, purchase receipts, inventory receipts, assembly links, and invoices.
Establish the Quantity Basis Before You Allocate Components
The kit quantity drives component demand when the kit explodes. The documentation also identifies a Sales Orders Preferences setting called Not Calculate Component Quantities. When enabled, quantity calculation in Sales Orders is based on the quantity specified for the kit itself. Because the manual does not provide a numeric formula or worked example for this setting, test it with a representative kit revision before relying on it in production.
After explosion, the Component Details window remains the operational place to adjust Quantity and Warehouse. If Allow Edit Exploded Kit Component is selected in the Biz-Tech Kit Processing Settings section of Sales Orders Preferences, users can manually edit component quantities and delete component lines on Sales Orders. The same setting in Purchase Orders Preferences allows quantity control and deletion on Purchase Orders.
Quantity also affects purchasing. To create a purchase order from Component Details, select Mark for PO for the component and click Create PO. The required quantity must have a value. The purchase order uses the component Default Vendor ID, and components with the same vendor are grouped into one purchase order.
Use Component Availability to See Stock Before Shipping
Sales Orders Preferences controls which inventory facts appear in Component Details. Show Qty. Available exposes available quantity, Show Qty. Avail for Shipping exposes quantity available for shipment, and Show Qty. on Hand exposes physical quantity on hand. These values answer different questions, so users should not treat them as interchangeable.
The Component Availability settings can also show information about the next receipt. Show Information About Next Receive can be supplemented with Show Next Receive Type and Show Next Receive Ref. Number. The calculation may include receipt documents, transfer documents, open purchase orders, purchase order receipts, and purchase order transfers through the Inc. In Receipt, Inc. In Transfer, Inc. PO, Inc. PO Receipt, and Inc. PO Transfer options.
These indicators provide the documented stock-visibility layer for Kit Processing. The source does not define the underlying Acumatica availability calculation, its time horizon, or site-level inclusion rules, so use the displayed values as operational evidence and validate unexplained differences through the referenced receipt, transfer, or purchase document.
Map Warehouses at the Component Level
A kit can represent several physical items, and those items may need warehouse decisions of their own. After kit explosion, users can change the Warehouse for components in Component Details. This makes the component row the correct level for confirming where fulfillment inventory will come from.
Warehouse selection also appears in kit assembly. On the Kit Assembly screen, select the Inventory ID, specification revision, warehouse, and desired quantity. The assembly document includes required stock components with quantities and costs calculated from the selected revision, and users can add or remove components before releasing the assembly.
The documentation does not describe an automatic warehouse-mapping hierarchy, split-warehouse rules, or transfer creation when a component is unavailable at the selected warehouse. Treat warehouse mapping as a controlled user decision and verify each component line before shipment or assembly release.
Control Allocation and Partial Shipment Behavior
Components Qty. Is Required for Kit Item Ship determines how component availability constrains shipment. Its Ship Available Qty. option allows the kit or placeholder line to permit back orders and creates a shipment for the minimum component quantity without requiring every component needed for the full kit quantity.
Ship Ordered Qty. requires all components to be allocated and available based on the kit quantity; nothing ships until that condition is met. The third documented option sets the line to allow back orders without requiring component quantity to be available for shipping. The manual does not give a name for that third option.
If a component has zero quantity, the kit is not set to allow back orders, and the component-quantity requirement is selected, Acumatica displays an error. The source does not reproduce the exact message. For a non-stock kit that contains a stock option item, set Explode Option to Automatically so the stock option can be allocated during shipment.
Replenish or Assemble When Components Are Short
A component shortage can lead to purchasing or assembly, depending on the kit and the intended workflow. From Sales Orders, Mark for PO and Create PO produce a component purchase order. If the purchase order or its lines are deleted, the PO number is removed from Component Details. That link is useful when reconciling replenishment to the original kit demand.
When purchasing a kit item on a Purchase Order, the kit can be exploded by Load Components or by assigning a quantity. After its components are received, releasing the purchase receipt automatically generates an inventory receipt. Reconcile the received component quantities and the resulting inventory receipt before treating the stock as replenished.
For an eligible stock kit, assembly can be created directly on the Kit Assembly screen or generated from Sales Orders before explosion when Allow Kit Assembly Generation is enabled. On Sales Orders, select Mark for Kit Assembly and run Generate Kit Assembly. The resulting link appears in the Kit Assembly field, and the assembly Orders tab shows the linked sales order. Mark for assembly is disabled for non-stock kits.
Reconcile Components, Costs, and Fulfillment Documents
After explosion, compare the placeholder and component lines with the specification revision. Confirm that component quantities and warehouses match the intended fulfillment plan, and use the availability fields to explain what can ship now and what depends on the next receipt.
The placeholder displays Total Cost of Components, calculated from each component Unit Cost at the time the Sales Order is created multiplied by Quantity. The documentation says that unit cost remains unchanged and that the total carries to the invoice. This creates a stable comparison point for order-to-invoice review, even when the operational component quantities are edited.
For partial shipments with Use Kit Default Price, the first shipment invoice receives the total kit price and the remaining items are invoiced at zero. When Invoice After Full Shipment is enabled, partial shipment is allowed but the placeholder is invoiced only after all components ship. Review the chosen preference before treating a zero amount or delayed placeholder invoice as a discrepancy.
Where to Monitor Kit Component Inventory in Acumatica
1. Kit Specifications: Kit Inventory ID, Revision ID, Current Revision, Active, stock components, non-stock components, option codes, and substitutions.
2. Stock Items (IN202500) and Non-Stock Items (IN202000): confirm that the inventory record is marked as a kit.
3. Sales Orders Preferences: Not Calculate Component Quantities and the Component Availability display settings.
4. Sales Orders Preferences: Components Qty. Is Required for Kit Item Ship and its shipping option.
5. Component Details: component Quantity, Warehouse, Qty. Available, Qty. Avail for Shipping, and Qty. on Hand.
6. Component Details: next receive type, reference number, date, and quantity when those fields are enabled.
7. Component Details: Mark for PO and the resulting PO number for replenishment traceability.
8. Sales Orders Details: Kit Assembly link after Generate Kit Assembly runs.
9. Kit Assembly: Inventory ID, revision, warehouse, desired quantity, stock component quantities, costs, and linked order.
10. Purchase Receipt and automatically generated inventory receipt: confirm received component quantities reached inventory.
11. Shipment and invoice: compare shipped component quantities, placeholder timing, and Total Cost of Components.
Kit Component Inventory in Acumatica: Frequently Asked Questions
Which quantity should I check before shipping a kit?
Review Qty. Avail for Shipping for shipment readiness, while retaining Qty. Available and Qty. on Hand for context. The selected shipping option then decides whether partial quantities are acceptable or all ordered component quantities must be allocated.
Can I change a component warehouse after the kit explodes?
Yes. The documentation states that after explosion users can change Quantity and Warehouse in Component Details. Confirm the availability values again after changing the warehouse.
Why will Acumatica not ship the kit when one component is short?
Ship Ordered Qty. requires all components to be allocated and available for the kit quantity. If the business permits partial fulfillment, review Ship Available Qty. and the back-order settings.
Why does a zero-quantity component cause an error?
The source says an error appears when Components Qty. Is Required for Kit Item Ship is selected, a component has zero quantity, and the kit is not set to allow back orders. It does not provide the exact error text.
How can I see when a missing component is expected?
Enable the next-receive information in Sales Orders Preferences, including type and reference number as needed. Configure which receipt, transfer, purchase order, purchase receipt, and purchase transfer documents contribute to that view.
Can I edit component quantities after explosion?
Yes, when Allow Edit Exploded Kit Component is enabled for the applicable Sales Order or Purchase Order workflow. The setting also permits deletion of exploded component lines.
How do I replenish a component directly from the kit order?
Before explosion, select Mark for PO for the component in Component Details and click Create PO. A required quantity and the component Default Vendor ID are needed for the documented process.
How do I reconcile an assembled kit to its sales order?
Open the link in the Kit Assembly field on the Sales Order Details tab. On the Kit Assembly screen, the Orders tab displays the linked sales order number.
Work With the Biz-Tech Services Kit Processing Product
Reliable kit fulfillment depends on seeing component inventory at the point where quantities, warehouses, allocation rules, receipts, and shipment documents meet. Biz-Tech Services can help configure and test the Kit Processing controls that make those decisions visible in Acumatica.
If your team needs help aligning kit specifications, component availability, warehouse choices, replenishment, and fulfillment controls, visit https://biz-techservices.com to learn more about Biz-Tech Services and Kit Processing for Acumatica. Watch the https://www.youtube.com/watch?v=sP89DBTxCJU video for more details and subcribe to Youtube channel.
How to Import ServiceTitan Invoices into Acumatica
How to Import ServiceTitan Invoices into Acumatica
Importing ServiceTitan invoices into Acumatica starts on the Import SO Invoices screen, where records are retrieved by updated date and selected status, then created in the Invoices and Memos screen. With the right store options in place, the same process can also bring in taxes, customers, addresses, terms, general ledger accounts, items, and payment information.
This guide focuses on the invoice task itself: the settings that control eligibility, the processing sequence, what happens when payment timing differs, and the places to validate the result. The Biz-Tech Services ServiceTitan Acumatica Connector supports this controlled path from a ServiceTitan invoice to the related Acumatica document.
Before You Start: What Must Be Configured
The Biz-Tech Services Acumatica ServiceTitan Connector depends on a correctly configured ServiceTitan Store. The source documentation calls this store the foundation of the integration and says that no data can be imported when it is not set up correctly. For a broader setup walkthrough, see the sibling article *How to Set Up ServiceTitan in Acumatica*.
1. Enter the credentials generated in ServiceTitan on the Connection Settings tab of ServiceTitan Stores screen, then use Test Credentials to test the application programming interface (API) connection.
2. Set the Store Code and description. If this is the default store, select Default Store so its code appears automatically on processing screens.
3. Enable Activate Invoice and select the ServiceTitan statuses eligible for import.
4. Set Begin Invoice Date. Review Last Invoice Date, which records the date related to the last invoice import.
5. Enable the tax option when ServiceTitan invoices with taxes should be imported.
6. Enable Activate Payment when invoice payment information should come across. Select the Acumatica payment or prepayment type and decide whether payments should be released after import.
7. Choose whether to import customers. If customer import is disabled, the invoice uses the default customer; if it is enabled, a missing customer can be created using the default customer class.
8. Prepare term and general ledger account mappings. If item import is enabled, either configure generated stock and non-stock items or map ServiceTitan items manually.
The configuration checklist in *ServiceTitan Acumatica Integration Configuration Checklist* covers the full store setup. For this invoice procedure, concentrate on invoice status, dates, taxes, payments, customer behavior, and the mappings that populate the resulting Acumatica document.
How to Import ServiceTitan Invoices into Acumatica, Step by Step
The Biz-Tech Services ServiceTitan Acumatica Integration turns the documented settings into a repeatable invoice-processing sequence. Work through the import in this order so that each result can be checked before the next batch.
Step 1: Confirm the store and invoice import window
Open the ServiceTitan Store record used by the process. Confirm that Activate Invoice is enabled, the intended invoice statuses are selected, and Begin Invoice Date is set to the correct starting point. Because retrieval is based on updated date and selected status, these values define which ServiceTitan invoices are candidates for the processing screen.
Step 2: Confirm which related data should be created
Review the tax, payment, and customer options before importing. Activate Payment controls whether payment information accompanies the invoice. The payment type determines whether imported payments are created as payments or prepayments in Acumatica, while Release Payment After Import controls whether those payment documents are released after creation.
For customers, decide whether the import should use the default customer or create a missing customer. When customer creation is active, the default customer class supports that process. The billing and shipping address override checkboxes control whether invoice address information is imported into Acumatica.
Step 3: Retrieve invoices on the Import SO Invoices screen
Use the Import SO Invoices screen to retrieve ServiceTitan invoices. The connector filters the records according to the configured updated date and selected status. Review the processing list before starting the import so that the batch matches the intended date and status scope.
Step 4: Process the selected invoice records
Process the selected records. Each imported invoice is created in the Acumatica Invoices and Memos screen. When the invoice includes a payment at retrieval time, the invoice and payment are imported together, and the payment is applied on the Applications tab of the invoice.
Step 5: Reconcile the invoice and payment result
After processing, open the created invoice in Invoices and Memos. If a payment arrived with it, verify the applied payment on the Applications tab. The corresponding payment ID should no longer appear on the Import Invoice Payments screen because that payment was handled during invoice import.
Document Triggers: What Each Action Creates
The records created in Acumatica depend on what ServiceTitan data is available when each processing action runs.
1. Invoice retrieved without a payment: the import creates the invoice in Invoices and Memos.
2. Invoice retrieved with a payment: the import creates both records and applies the payment on the invoice Applications tab.
3. Invoice already imported, payment imported later: the payment process locates the existing invoice and applies the payment to it.
4. Payment imported before the invoice: when the invoice is imported later, the system matches that payment to the corresponding invoice.
5. Payment processed separately: the Import Invoice Payments screen can import it as a deposit or after the invoice already exists.
These are invoice and payment triggers. They are separate from the purchase order workflow, where ServiceTitan purchase orders must be imported before related receipts or bills can be imported independently.
Mapping Rules That Decide What Appears on the Invoice
The imported invoice reflects a combination of store options and mappings rather than a single fixed layout. Review these rules when a document is created but its values are unexpected.
Customer and address rules
When Import Customer is not selected, ServiceTitan invoices use the default customer. When it is selected, a customer missing from Acumatica can be created, using the configured default customer class. The Override Bill Address Information from Invoice and Override Ship Address Information from Invoice options allow invoice billing and shipping addresses to be imported.
Country, terms, and account rules
Country names are passed to Acumatica in International Organization for Standardization (ISO) country code format. Term mappings pair ServiceTitan values with Acumatica terms, and account mappings pair ServiceTitan and Acumatica general ledger (GL) accounts. The source notes that Country Options become invisible when Activate Payment is selected.
Item rules
When Import Item is selected, Generate Item from ServiceTitan becomes available. Materials and Equipment create stock items, while Service creates non-stock items, using the configured stock item class, non-stock item class, and unit of measure (UOM). Manual item mapping is also available instead of generation.
Branch scope
Do not treat the documented Branch field for the bills import process as an invoice setting. The source explicitly says that field is used only when bills are imported and Bills and Adjustments documents are created. Branches can be mapped with Business Units.
Validation and Common Exceptions
Validate the batch by comparing the processing result with the configured rules. The documentation explains the expected invoice and payment outcomes, but it does not provide a catalog of invoice-specific error messages. Avoid inventing error text; use the checks below to isolate the documented causes of an unexpected result.
1. No invoice appears for processing: confirm the ServiceTitan Store is valid, Activate Invoice is enabled, the selected status matches the record, and the begin and last invoice dates define the intended range.
2. The invoice uses the default customer: check whether Import Customer is disabled. That behavior is documented when customer import is not selected.
3. A missing customer was not created as expected: confirm Import Customer and the default customer class.
4. Billing or shipping details did not come from the invoice: review the corresponding address override checkbox.
5. A payment did not accompany the invoice: confirm Activate Payment and whether the payment was available when the invoice was retrieved.
6. An imported payment is not released: review Release Payment After Import.
7. A payment ID remains on Import Invoice Payments: confirm whether invoice processing actually handled and applied that payment.
8. Terms, accounts, or items are unexpected: review the relevant mapping or item-generation options rather than changing the invoice import window.
Where to Check Your Work
The Biz-Tech Services Acumatica ServiceTitan Integration provides several documented checkpoints for confirming an invoice import:
1. ServiceTitan Store - verify the Store Code and Default Store selection.
2. Connection Settings tab - test the ServiceTitan API credentials.
3. Invoice Import Options - confirm Activate Invoice and the selected invoice statuses.
4. Begin Invoice Date and Last Invoice Date - confirm the retrieval window.
5. Tax Options - confirm whether invoices with taxes are enabled for import.
6. Import Payment Options - confirm Activate Payment, Payment Type, and Release Payment After Import.
7. Customer Information - confirm Import Customer, default customer, default customer class, and address override choices.
8. Terms and Account Options - confirm the ServiceTitan-to-Acumatica mappings.
9. Import SO Invoices - review the records retrieved by updated date and selected status.
10. Invoices and Memos - open the created invoice and inspect its Applications tab.
11. Import Invoice Payments - confirm whether a payment remains for separate processing or was removed after invoice import.
How to Import ServiceTitan Invoices into Acumatica: Frequently Asked Questions
Which Acumatica screen receives an imported ServiceTitan invoice?
The invoice is created in the Invoices and Memos screen. The source documentation does not provide a screen ID for this screen.
How does Acumatica decide which ServiceTitan invoices to retrieve?
The Import SO Invoices screen retrieves records based on updated date and the statuses selected in the ServiceTitan Store settings. Begin Invoice Date and Last Invoice Date provide the documented date controls.
What happens when a ServiceTitan invoice includes a payment?
The invoice and payment are imported together. The payment is applied on the invoice Applications tab, and its payment ID is removed from Import Invoice Payments because it has already been processed.
Can a ServiceTitan payment be imported after its invoice?
Yes. The Biz-Tech Services ServiceTitan Acumatica Integrator locates the corresponding imported invoice and applies the later payment automatically.
What if the payment reaches Acumatica before the invoice?
When the invoice is imported afterward, the system matches the existing payment with the corresponding invoice.
Why did an invoice import with the default customer?
That is the documented behavior when Import Customer is not selected. Enable customer import when missing customers should be created, and configure the default customer class used by that process.
Why is the imported payment not released?
Review Release Payment After Import on the ServiceTitan Store. The documentation says that selecting it releases payments after import.
Does the source list invoice import error messages?
No. It describes expected behaviors and settings but does not list invoice-specific error messages. Validate the store, date and status filters, payment availability, and mappings before escalating an unexplained failure.
Work With the Biz-Tech Services ServiceTitan Connector
A reliable invoice import comes from a focused routine: configure the ServiceTitan Store, retrieve the correct date and status range, process invoices, and reconcile payments and mappings in the documented Acumatica screens.
If your team wants help configuring or validating this workflow, the Biz-Tech Services Acumatica ServiceTitan Integrator team can help you plan the import and confirm the resulting documents. Visit https://biz-techservices.com to learn more about Biz-Tech Services and discuss your ServiceTitan-to-Acumatica requirements. Subscribe to https://www.youtube.com/@biz-techservicesinc.670 YuoTube channel for weekly trainin materials.
How to Import Salesforce Orders into Acumatica
How to Import Salesforce Orders into Acumatica
Importing Salesforce orders into Acumatica starts on the Import Salesforce Orders screen: retrieve orders with Get Orders, review the selected records, and use Import or Import All to create the corresponding sales orders. The result depends on the Salesforce Store configuration, including order type, warehouse, customer, item, tax, payment, cross-reference, and address settings.
This guide focuses on the operational steps and controls that determine whether an order can be imported and what appears on the resulting document. The Biz-Tech Services Salesforce Acumatica Connector gives users a defined process for retrieving eligible Salesforce orders, validating the records that appear, importing them individually or in a batch, and checking the resulting sales order number and status.
Before You Start: What Must Be Configured
Before using the import screen, configure the Salesforce Store record and confirm that its General Info credentials are valid with Test Credentials under Actions. The Biz-Tech Services Acumatica Salesforce Connector relies on this store setup to identify the import rules that apply to every retrieved order.
1. Set Order Type to the Acumatica document type that should receive the imported Salesforce order.
2. Select the default Warehouse ID that should be assigned during import.
3. Review Last Imported Order Date because the next Get Orders operation uses this date to retrieve new orders.
4. Choose whether Enable File Import Process should copy a file from the Salesforce order to the workspace on the Acumatica Sales Orders screen.
5. Configure tax behavior by selecting Use External for an alternative tax calculation such as Avalara, or by defining Customer Tax Zone, Tax ID, and Tax Category for comparable Salesforce taxes.
6. Enable only the needed cross-reference options, such as Payment, Country, or Ship Via, and create the corresponding mappings on the Cross-Reference tab.
7. Decide whether Import Customer and Import Item may create missing records, and configure the customer class and product numbering behavior required for those records.
8. Set the payment method and payment type, then decide whether Salesforce payment should be skipped or released during order import.
These prerequisites are intentionally concise. Connection setup and the broader inbound and outbound record flow are covered in the sibling article, How Salesforce CRM Data Flows into Acumatica ERP.
How to Import Salesforce Orders into Acumatica, Step by Step
The Biz-Tech Services Salesforce Acumatica Integration turns the import into a short processing sequence, but each step depends on the store settings already being complete.
Step 1: Confirm the Salesforce Store import date and defaults
Open the Salesforce Store configuration and verify the Last Imported Order Date, Order Type, Warehouse ID, and the customer, item, tax, payment, address, and cross-reference options. The last imported date controls which new orders the next retrieval can return, while the remaining defaults shape the Acumatica document.
Step 2: Retrieve eligible orders with Get Orders
Open Import Salesforce Orders and press Get Orders. The connector retrieves Salesforce orders related to the setup date on the Order Settings tab of the Salesforce Store. Review the displayed records before processing them.
Step 3: Inspect an order before importing it
Select an Order ID hyperlink to open Salesforce Orders Inquiry. This inquiry shows the initial Salesforce order details and, after processing, provides the associated sales order number and sales order status. Use it to confirm that you are working with the intended source order.
Step 4: Import selected orders or the full displayed list
Use Import when you want to process only selected orders. Use Import All when every displayed order is ready. Customer, item, payment, tax, address, warehouse, order type, file, and cross-reference rules are applied as configured on the Salesforce Store record.
Step 5: Confirm the created sales order
Return to Salesforce Orders Inquiry through the Order ID link and check the SO number and SO status. If a record does not import as expected, compare it against the store settings and the mapping rules described below before attempting another processing run.
Document Triggers: What Each Action Creates
Get Orders retrieves Salesforce orders associated with the configured date; it does not, by itself, represent the documented creation step. Import processes selected displayed orders, while Import All processes all displayed orders. The manual identifies the destination as the document type selected in Order Type and later identifies the result with an SO number and SO status in Salesforce Orders Inquiry.
Import Customer is a separate creation trigger inside the order process. When selected, it creates a new Acumatica customer with email and contact information and the configured customer class. When it is not selected, every imported order uses the default customer.
Import Item controls whether a missing Salesforce product may become a new item in Acumatica. When it is not selected, the integration searches for Inventory CD by the Salesforce Product SKU and requires a matching Acumatica item. Use Numbering Sequence for Product ID Generation can assign a unique product ID from a predefined numbering sequence when product creation is enabled.
Payment creation follows the payment settings. Skip Salesforce Payment imports the order without payment when selected. Otherwise, Payment Method and Payment Type shape the imported payment, and Release Payment during Order Import controls whether that payment is released during processing. The source documents sales order and payment outcomes; it does not document purchase order or invoice creation as part of this Salesforce order-import screen.
Mapping Rules That Decide What Appears on the Order
Cross-reference settings provide the documented mapping layer for Payment, Country, and Ship Via. To use one, select its corresponding checkbox in Order Settings and create its mapping on the Cross-Reference tab. For payment cross-references, Use Cross Ref for Payment must be enabled and the payment must not be skipped.
The customer rule decides whether the document uses a newly created customer or the configured default customer. The item rule matches Salesforce Product SKU to Acumatica Inventory CD unless item creation is allowed. The warehouse and order type defaults place the order in the configured destination.
Tax mapping follows one of two documented approaches. Use External enables alternative tax calculation, with Avalara given as the example. Customer Tax Zone, Tax ID, and Tax Category support importing similar taxes from Salesforce. The file option determines whether a Salesforce order file is copied to the Sales Orders workspace.
Address handling depends on the Override Billing Address Information and Override Shipping Address Information checkboxes. The manual says that selecting them puts the Salesforce order addresses on the sales order. Its description of the opposite case contains a contradiction, so verify actual behavior in your configured environment before depending on that sentence.
Validation and Common Exceptions
Credential validation begins with Test Credentials on the Salesforce Store. During order processing, the clearest documented validation exception concerns item matching: when Import Item is not selected and no Inventory CD matches the Salesforce Product SKU, the system displays "The item does not exist in the system." Resolve the item or allow configured item creation before retrying.
1. No orders appear after Get Orders: verify the Last Imported Order Date because retrieval uses that setup date.
2. An imported order has no payment: check whether Skip Salesforce Payment is selected.
3. A payment cross-reference is ignored: confirm Use Cross Ref for Payment is selected, a mapping exists, and payment is not being skipped.
4. The wrong customer appears: determine whether Import Customer is selected; otherwise, the connector uses the default customer for every imported order.
5. A product cannot be resolved: compare the Salesforce Product SKU with Acumatica Inventory CD, or review the Import Item and product numbering settings.
6. Taxes do not follow the expected route: review Use External versus Customer Tax Zone, Tax ID, and Tax Category.
7. An expected Salesforce file is absent: confirm Enable File Import Process is selected.
The documentation provides the one item-not-found message above but does not publish a broader catalog of import error text. For other failures, use the exact fields and inquiries named here to isolate the configuration branch involved rather than assuming an undocumented message or recovery action.
Where to Check Your Work
The Biz-Tech Services Acumatica Salesforce Integration exposes the most useful import checks in the store setup, processing screen, inquiry, and resulting sales order:
1. Salesforce Store - General Info: confirm the API credentials with Test Credentials under Actions.
2. Salesforce Store - Order Settings: verify Order Type and Warehouse ID.
3. Salesforce Store - Order Settings: check Last Imported Order Date before retrieving another set of orders.
4. Salesforce Store - Order Settings: review customer, item, tax, payment, address, and file-import selections.
5. Salesforce Store - Cross-Reference tab: confirm mappings for enabled Payment, Country, or Ship Via options.
6. Import Salesforce Orders: verify that Get Orders returned the expected records.
7. Import Salesforce Orders: confirm whether the intended records are selected before using Import, or whether the entire list is ready for Import All.
8. Salesforce Orders Inquiry: inspect the initial Salesforce order details through the Order ID hyperlink.
9. Salesforce Orders Inquiry: confirm the resulting SO number and SO status.
10. Sales Orders screen workspace: confirm that the Salesforce file was copied when Enable File Import Process is selected.
How to Import Salesforce Orders into Acumatica: Frequently Asked Questions
What does Get Orders do?
Get Orders retrieves Salesforce orders related to the Last Imported Order Date configured on the Order Settings tab of the Salesforce Store. Review the returned list before selecting Import or Import All.
What is the difference between Import and Import All?
Import processes only selected displayed orders. Import All processes every order displayed on the Import Salesforce Orders screen.
How can I tell whether an Acumatica sales order was created?
Click the Order ID hyperlink and use Salesforce Orders Inquiry to check the SO number and SO status. The Biz-Tech Services Salesforce Acumatica Integrator documents this inquiry as the place that connects the source order details with the resulting Acumatica sales order information.
Why does the item not exist error appear?
When Import Item is not selected, Acumatica searches Inventory CD using the Salesforce Product SKU. If it cannot find a match, the documented item-not-found error appears. Create or correct the Acumatica item, or review whether configured item creation should be enabled.
Why was the order imported without a payment?
Check Skip Salesforce Payment. When selected, it intentionally imports the Salesforce order without payment. If using a payment cross-reference, payment must not be skipped.
Can the import create a missing customer?
Yes. Import Customer creates a new customer using email, contact information, and the selected customer class. When the option is cleared, the default customer is used for every imported order.
Can the import create purchase orders or invoices?
The source documents importing Salesforce orders into the sales order document type selected in Order Type and checking the resulting SO number and status. It does not describe purchase order or invoice creation from this screen, so those outcomes should not be assumed.
Why did the imported address differ from the Salesforce order?
Review Override Billing Address Information and Override Shipping Address Information. The manual says selecting them uses Salesforce order addresses, but its opposite-case wording is internally contradictory. Validate the actual result in a test order before applying the setting broadly.
Work With the Biz-Tech Services Salesforce Connector
A reliable Salesforce order import starts with valid credentials and precise store defaults, then proceeds through Get Orders, record review, Import or Import All, and confirmation in Salesforce Orders Inquiry. Keep customer and item creation, payment handling, taxes, addresses, files, and cross-references aligned with the intended Acumatica sales order result.
If your team wants help configuring and validating this workflow, the Biz-Tech Services Acumatica Salesforce Integrator can support a source-grounded implementation. Visit https://biz-techservices.com to learn more about Biz-Tech Services and discuss your Salesforce and Acumatica requirements.
How to Create PayPal Invoices from Acumatica Orders
How to Create PayPal Invoices from Acumatica Orders
Creating PayPal invoices from Acumatica orders starts with a Sales Order in SO301000, where the Create Payment action prepares an Accounts Receivable payment and the Request PayPal Payment action sends a live invoice to the customer. This article shows the supported invoice-creation paths, the values each path uses, and the checks to make before sending a request.
The Biz-Tech Services PayPal Acumatica Integration keeps this work inside Acumatica and supports requests from a Sales Order, an Accounts Receivable invoice, or a standalone payment. The product guide does not document a purchase-order-to-PayPal-invoice workflow, so the steps below stay within those three supported entry points. Connection setup and the full status lifecycle are covered separately in How PayPal Payment Data Flows into Acumatica ERP.
Before You Start: What Must Be Configured
The Biz-Tech Services PayPal Acumatica Connector requires a published customization and a dedicated PayPal payment method before users can create invoices. Treat these items as prerequisites rather than part of the daily order workflow:
1. Confirm that the Accounts Receivable (AR) and Sales Orders (SO) modules are available.
2. Use a PayPal Business account. The guide states that personal accounts do not support the invoicing application programming interface (API).
3. In Payment Methods (CA205000), configure the Client ID, Client Secret, the appropriate sandbox or live base URL, the PayPal Means of Payment selection, and the Is PayPal Payment checkbox.
4. Use Test Connection and save only after the credentials are accepted.
5. Add the cash or bank account on the Allowed Cash Accounts tab so collected payments have a posting destination.
6. In Customer Payment Methods (AR303010), associate the customer with the PayPal payment method and enter the PayPal email address that will receive the invoice notification.
When the Sandbox Base URL contains a value, the system uses it and ignores the Live Base URL. Clear or leave the Sandbox Base URL blank when moving to production. The guide also requires outbound Hypertext Transfer Protocol Secure (HTTPS) access to the selected PayPal endpoint on port 443.
How to Create PayPal Invoices from Acumatica Orders, Step by Step
The Biz-Tech Services Acumatica PayPal Connector provides three supported entry points. Choose the one that matches the business document already present in Acumatica; each route ultimately creates or uses an AR Payment on Hold and sends a PayPal invoice.
Step 1: Open the Sales Order in SO301000
Navigate to Sales Orders (SO301000), open the order for which payment will be collected, and review the customer, currency, and order total. The guide identifies this as the most common route when payment is collected before or upon shipment.
Step 2: Create the Acumatica payment
On the PAYMENTS tab, click Create Payment. Acumatica reads the order total, currency, and customer details. Add the Cash Account and Payment Reference. After those values are present, the New Request PayPal Payment button appears.
Step 3: Send the PayPal invoice
Click New Request PayPal Payment. The customization creates a new AR Payment linked to the Sales Order, sends the PayPal invoice to the customer email, and stores the PayPal Invoice ID, Invoice URL, and Invoice Number on the payment. It places the payment on Hold and gives it the status Sent. A confirmation message appears, and the payment remains accessible from the Sales Order Payments tab.
Step 4: Use an AR invoice when billing is already posted
If shipment or service delivery has already produced an Accounts Receivable invoice, open the invoice from the Invoices screen or through the Sales Order. The guide identifies this screen as SO303000. Click Request PayPal Payment. The system creates a Payment pre-applied to the invoice, sends the PayPal invoice, and leaves the payment on Hold. The PayPal invoice amount is the outstanding balance on the AR invoice.
Step 5: Create a standalone request in AR302000
For a deposit or another collection that does not begin from a specific document, open Payments and Applications (AR302000) and create a payment. Select the customer and PayPal payment method. Confirm or adjust the PayPal Customer Email, enter the amount and an optional description, and optionally apply the payment through Orders to Apply or Documents to Apply. Click Send PayPal Request. The system sends the invoice and leaves the payment on Hold with status Sent.
Document Triggers: What Each Action Creates
Each action begins from a different business record, but the documented result is consistent: an AR Payment in Acumatica on Hold and a live PayPal invoice delivered to the customer email.
1. Create Payment on a Sales Order: prepares a payment using the order customer, currency, and total. After Cash Account and Payment Reference are added, the PayPal request action becomes available.
2. New Request PayPal Payment from the Sales Order: creates the linked AR Payment, sends the invoice, stores the PayPal identifiers and URL, and sets Sent status.
3. Request PayPal Payment from an AR invoice: creates a Payment already applied to the invoice and uses the invoice outstanding balance as the PayPal invoice amount.
4. Send PayPal Request from Payments and Applications: sends an invoice for the entered payment amount, whether the payment is standalone or optionally applied to an order or invoice.
The source does not describe a trigger from a Purchase Order or a mapping from Purchasing documents. Teams should not assume that a Purchase Order action creates a PayPal invoice based on this guide.
Mapping Rules That Decide What Appears on the PayPal Invoice
The Biz-Tech Services PayPal Acumatica Integrator derives request values from the selected entry point and preserves the returned PayPal references on the related payment.
1. Customer: comes from the Sales Order, AR invoice, or newly created AR Payment.
2. Customer email: is pre-filled from the Customer Payment Method and can be changed on an individual payment for a one-time override.
3. Amount from a Sales Order: comes from the order total when Create Payment is used.
4. Amount from an AR invoice: equals the invoice outstanding balance.
5. Amount from AR302000: is entered directly on the standalone payment.
6. Currency: is read from the Sales Order for the order-based path and appears with the amount in the processing view.
7. Applications: Orders to Apply and Documents to Apply can associate a standalone payment with a Sales Order or invoice.
8. Returned references: PayPal Invoice ID supports API calls, PayPal Invoice Number is the customer-facing number, and PayPal Invoice URL provides a direct link in PayPal.
The guide does not provide line-level item, tax, freight, discount, due-date, or purchase-order mapping rules for the PayPal invoice. It documents header-level customer, email, amount, currency, description, application, and reference behavior only.
Validation and Common Exceptions
Validate the record before sending because a request that has already gone to PayPal cannot simply be resent from the same payment. The guide states that the Payment Method ID becomes locked after an invoice is sent, which helps prevent an accidental change to the payment route.
1. Missing customer email: the documented Customer email not configured error means the customer lacks a Customer Payment Method with a PayPal email. Add the PayPal payment method and email on the customer Payment Methods tab.
2. Existing PayPal request: do not click Send PayPal Request when the payment was previously sent to PayPal. The guide does not document a duplicate-request recovery action.
3. Connection failure: verify the Client ID, Client Secret, selected environment URL, trailing slash, firewall, proxy, and outbound HTTPS access on port 443.
4. Sandbox selected unexpectedly: a populated Sandbox Base URL takes precedence even if the Live Base URL is also populated.
5. Unpaid request: Sent status and Hold are expected after creation. The request does not become a released payment until PayPal reports that it is fully paid and Acumatica performs a status check.
6. Cancellation: only a request in Sent status and still on Hold can be cancelled. Cancellation deletes the AR Payment and is irreversible; a new request must be created from scratch.
Beyond the named customer-email and connection cases, the guide does not publish a comprehensive validation sequence, required-field matrix, or exact error-message catalog for invoice creation. It also does not define purchase-order exceptions.
Where to Check Your Work
After sending, the Biz-Tech Services Acumatica PayPal Integration exposes the request on the AR Payment and in the Check PayPal Payment Status processing screen. Confirm these records and fields:
1. Sales Order Payments tab: open the AR Payment created from the order.
2. Payments and Applications (AR302000): confirm that the payment is on Hold and that its PayPal Invoice Status is Sent.
3. PayPal Customer Email: verify the notification went to the intended address.
4. PayPal Invoice ID: confirm that the internal identifier used for API calls was returned.
5. PayPal Invoice Number: confirm that the customer-facing invoice number was stored.
6. PayPal Invoice URL: use the stored direct link with the Open in PayPal action.
7. Linked Sales Order number: confirm the order relationship in the processing grid when the request began from SO301000.
8. Linked Invoice Nbr: confirm the Accounts Receivable invoice relationship when the request began from an invoice or was applied to one.
9. Currency / Amount: compare the processing-grid values with the source order, outstanding invoice balance, or manually entered payment.
10. Processing log: review successes and errors after Process or Process All checks selected payments.
Creating PayPal Invoices from Acumatica Orders: Frequently Asked Questions
What does the Sales Order action create in Acumatica?
The action creates a linked AR Payment, sends a PayPal invoice to the customer email, stores the PayPal invoice references, and keeps the payment on Hold with status Sent.
Which amount is sent when I request PayPal payment from an AR invoice?
The PayPal invoice amount matches the outstanding balance on the AR invoice. The resulting payment is pre-applied to that invoice.
Can I send a PayPal invoice for a deposit not tied to an order?
Yes. The Biz-Tech Services Acumatica PayPal Integrator supports a standalone payment in AR302000. Enter the customer, PayPal payment method, email, amount, and optional description, then click Send PayPal Request. Applying it to an order or invoice is optional.
Why does the PayPal request button not appear on the Sales Order payment?
The documented sequence is to click Create Payment and then add the Cash Account and Payment Reference. The New Request PayPal Payment button appears after those values are added. Also confirm that the selected payment method is configured for PayPal.
Why do I get the Customer email not configured error?
The customer does not have a Customer Payment Method with a PayPal email address. Configure it in AR303010 or on the customer Payment Methods tab before retrying.
Can I send the same AR Payment to PayPal again?
The guide says a payment must not have been sent previously before Send PayPal Request is clicked. It does not document a resend workflow for the same payment.
Can an Acumatica Purchase Order create a PayPal invoice?
The product guide does not document any Purchase Order entry point. It documents Sales Orders, Accounts Receivable invoices, and Payments and Applications only.
Why is a newly created PayPal payment still on Hold?
Hold with Sent status is the expected state immediately after the invoice is sent. Acumatica checks PayPal on demand, and the payment is released only after PayPal reports it fully paid and a status check is triggered.
Work With the Biz-Tech Services PayPal Integration
A reliable order-to-invoice process starts with the right PayPal payment method, customer email, cash account, and source document. From there, users can create a linked request from SO301000, bill an outstanding AR invoice, or send a standalone request from AR302000 while retaining PayPal identifiers on the Acumatica payment.
If your team wants help implementing this order-focused workflow, the Biz-Tech Services PayPal Acumatica Integration team can help align the documented PayPal invoice actions with your Acumatica processes. Visit https://biz-techservices.com to learn more about the Biz-Tech Services Acumatica PayPal Connector.
Check here for details - https://www.youtube.com/watch?v=wkjPKdLzv2M
How to Import CommerceHub Purchase Orders into Acumatica
How to Import CommerceHub Purchase Orders into Acumatica
Importing CommerceHub purchase orders into Acumatica starts on the Import Purchase Orders screen, where a user selects a store code, chooses specific orders or the full available set, and processes them into Sales Orders. This task-focused guide explains the documented prerequisites, import actions, mappings, acknowledgements, validation points, and recovery path for failed orders.
The Biz-Tech Services CommerceHub Acumatica Connector uses Secure File Transfer Protocol (SFTP) and text files rather than direct application programming interface (API) requests. The earlier article, How CommerceHub Files Flow Through Acumatica ERP, follows that complete inbound and outbound file path; here, the emphasis is the purchase-order import itself and the Acumatica records that users should inspect afterward.
Before You Start: What Must Be Configured
The Biz-Tech Services Acumatica CommerceHub Connector adds a CommerceHub workspace and process-specific screens after its customization package is published. Before importing an order, confirm the following documented configuration elements are ready:
1. SFTP file exchange is available. CommerceHub data reaches Acumatica through text files, with FileZilla described in the documentation as the intermediary transfer tool.
2. The required store code is configured. Store codes separate configurations for import and export processes and can carry values such as Transaction Type, Description, Default Customer, and Document Type.
3. Item cross-references are complete. The Cross-reference tab maps Acumatica items to the item IDs contained in inbound order files.
4. A default customer is defined for the store configuration. Imported CommerceHub customers are not created in Acumatica; the connector assigns the default customer to each resulting Sales Order.
5. Users know where to review Error Log entries and how to reach the Import Failed Purchase Orders screen if an order does not complete.
For a broader configuration review, use the sibling article CommerceHub Acumatica Connector Configuration Checklist. It covers the setup foundation; the steps below begin once that foundation is in place.
How to Import CommerceHub Purchase Orders into Acumatica, Step by Step
The Biz-Tech Services CommerceHub Acumatica Integration presents the import as a controlled processing task. The documentation supports selection by store code, processing selected orders, or processing all available orders.
Step 1: Open Import Purchase Orders
Open the CommerceHub workspace in Acumatica and go to Import Purchase Orders. This is the screen dedicated to purchase orders received from CommerceHub.
Step 2: Select the correct store code
Choose the store code for the purchase orders you intend to import. This choice matters because the connector uses store codes to apply distinct settings and functionality to individual import and export processes. Confirm the store before processing so the intended default customer, document type, transaction type, and description settings govern the import.
Step 3: Review the available purchase orders
Review the orders presented for the selected store code. The source does not document column names, filters, or a preview procedure, so use the visible order information on the screen and your internal control process to decide which records belong in the current run.
Step 4: Process selected orders or process all
To import only chosen purchase orders, select those orders and click Process. To import every available order for the current selection, click Process All. Use the narrower Process action when you need to control the batch; use Process All only when all displayed orders are ready.
Step 5: Find the created records in Sales Orders
After a successful import, the CommerceHub purchase order appears in the Sales Orders screen as a Sales Order. The documentation does not describe creation of an Acumatica Purchase Order from this inbound file. This distinction is important: the incoming CommerceHub record is called a purchase order, while the documented Acumatica result is a Sales Order.
Step 6: Verify the customer and address
Confirm that the Sales Order carries the configured default customer. Then review the Addresses tab. Although the customer master record is not imported from CommerceHub, the default address on the Sales Order is overridden with the actual customer address received on the imported order.
Step 7: Review acknowledgement status
The Sales Order includes Acknowledgement and PO Acknowledgement fields. Both begin with an Open status. While they remain open, the order is available on the Export CommerceHub Acknowledgment and Export CommerceHub PO Acknowledgment screens. After each acknowledgement is processed, the order leaves the corresponding export screen and its acknowledgement status changes to Closed.
Step 8: Recover orders that fail
If an order fails during Import Purchase Orders processing, select the applicable store code on Import Failed Purchase Orders and use that screen to import the failed order. Review the Error Log tab and the CommerceHub Errors screen for recorded details before retrying. The manual identifies these review locations but does not publish a catalog of exact error messages or corrective actions.
Document Triggers: What Each Action Creates
The documented trigger chain is concise and should be interpreted literally:
1. Process on Import Purchase Orders imports the selected CommerceHub purchase orders.
2. Process All imports all purchase orders available under the current screen selection.
3. A completed import creates a Sales Order in Acumatica; the source does not state that this step creates an Acumatica Purchase Order or invoice.
4. Sales Order creation initializes the Acknowledgement and PO Acknowledgement fields as Open.
5. An Open acknowledgement makes the order available on its related CommerceHub acknowledgement export screen.
6. Processing each acknowledgement removes the order from that export screen and changes its related status to Closed.
7. An invoice is not documented as part of the import trigger. Separately, Export CommerceHub Invoices displays orders that are invoiced or released for a selected store code.
8. A shipment is also a later outbound event. Export CommerceHub Shipment displays orders with Confirmed shipment status for the selected store code.
Mapping Rules That Decide What Appears on the Order
Several mapping choices determine how the inbound file becomes an Acumatica Sales Order:
1. Store code settings define process-specific values, including Transaction Type, Description, Default Customer, and Document Type.
2. The Cross-reference tab pairs the item IDs contained in the inbound file with Acumatica items.
3. The connector does not import the CommerceHub customer as a new customer record. It assigns the configured default customer.
4. The Addresses tab on the resulting Sales Order uses the actual customer address received from the order to override the default address.
The source does not document field-by-field line mappings, unit-of-measure conversions, tax logic, price precedence, or behavior for an unmapped item. Those details should not be assumed from other connectors. If a resulting order is incomplete, compare the inbound file, the Cross-reference tab, the active store-code configuration, and the recorded error information.
Validation and Common Exceptions
Validation should focus on the few outcomes the product documentation explicitly describes.
The purchase order does not appear in Sales Orders
First confirm that the intended store code was selected and that the order was included in the Process selection or the Process All run. Then review the Import Failed Purchase Orders screen, Error Log tab, and CommerceHub Errors screen. The source provides these locations but no exact error text.
The Sales Order shows the default customer
This is expected behavior. CommerceHub customers are not imported as customer records; the configured default customer is assigned to the Sales Order. Validate the actual customer address separately on the Addresses tab.
An item does not match the expected Acumatica inventory item
Review the Cross-reference tab, which maps Acumatica items to item IDs in the inbound file. The manual does not define the error or fallback result for a missing cross-reference, so rely on the recorded order error rather than assuming how the connector resolves it.
Acknowledgements remain open
An Open status means the acknowledgement is still pending. Look for the order on both acknowledgement export screens and process the applicable records. The statuses change to Closed after those acknowledgements are processed.
A failed order needs another import attempt
Use Import Failed Purchase Orders with the appropriate store code. Review available error details before retrying so the underlying mapping or file problem is not repeated.
Where to Check Your Work
The Biz-Tech Services CommerceHub Acumatica Integrator keeps the key checkpoints inside the CommerceHub workspace and the resulting Sales Order. Check these locations after each import:
1. Import Purchase Orders: confirm the intended store code and whether Process or Process All was used.
2. Sales Orders: confirm that a Sales Order was created from the imported CommerceHub purchase order.
3. Customer on the Sales Order: confirm the configured default customer was assigned.
4. Addresses tab: confirm the order carries the actual customer address received from CommerceHub.
5. Order lines: compare item results with the Cross-reference tab and the item IDs in the inbound file.
6. Acknowledgement field: confirm whether it is Open or Closed.
7. PO Acknowledgement field: confirm whether it is Open or Closed.
8. Export CommerceHub Acknowledgment: check for orders whose acknowledgement remains open.
9. Export CommerceHub PO Acknowledgment: check for orders whose PO acknowledgement remains open.
10. Import Failed Purchase Orders: find orders that failed during the original import process.
11. Error Log tab: review order errors recorded during import and export; use Purge Logs only when deleting all displayed error messages is intentional.
12. CommerceHub Errors: review errors received from CommerceHub across the connector processes.
Importing CommerceHub Purchase Orders into Acumatica: Frequently Asked Questions
Does a CommerceHub purchase order create an Acumatica purchase order?
No such result is documented. The manual says that after the CommerceHub purchase order is imported, it appears in the Sales Orders screen. It does not say the import creates an Acumatica Purchase Order.
Can I import only selected CommerceHub orders?
Yes. Select the specific orders and click Process. Process All imports every order available under the current selection.
Why does the imported Sales Order use a default customer?
The connector does not import customers from CommerceHub. It assigns the default customer configured for the process while overriding the Sales Order address with the actual customer address received in the order.
Where do I map CommerceHub item IDs to Acumatica items?
Use the Cross-reference tab. The Biz-Tech Services Acumatica CommerceHub Integration uses this mapping to associate Acumatica items with the item IDs contained in the inbound order file.
What should I do when a CommerceHub order fails to import?
Check Error Log and CommerceHub Errors for available details, then choose the related store code on Import Failed Purchase Orders. The source does not provide a complete list of error messages, so the recorded details are the authoritative starting point.
Why is an imported order visible on an acknowledgement export screen?
A newly generated order starts with Open values in its Acknowledgement and PO Acknowledgement fields. It remains visible on the corresponding export screen until that acknowledgement is processed, after which the status becomes Closed.
Does importing the order also export its shipment or invoice?
The documentation treats those as separate outbound processes. Confirmed shipments appear on Export CommerceHub Shipment, while invoiced or released orders appear on Export CommerceHub Invoices for the selected store code.
Work With the Biz-Tech Services CommerceHub Connector
A reliable CommerceHub purchase-order import depends on the right store code, complete item cross-references, deliberate processing, and a disciplined review of the resulting Sales Order and acknowledgement fields. Failed records should be handled through the documented failed-order and error screens instead of bypassing the connector workflow.
If your business needs help configuring, validating, or troubleshooting the Biz-Tech Services Acumatica CommerceHub Integrator, visit https://biz-techservices.com to work with a team experienced in Acumatica commerce integrations.
Check here for more details - https://www.youtube.com/watch?v=ExAeaMohneU
How to Import EZCom Purchase Orders into Acumatica
How to Import EZCom Purchase Orders into Acumatica
Importing EZCom purchase orders into Acumatica starts on the Import Purchase Orders screen: retrieve orders for the required partner and period, review the returned grid, and import selected records or the full displayed set. The result is an Acumatica sales order created according to the trading partner settings, customer rules, warehouse defaults, and cross-references configured for the integration.
This guide explains the task from prerequisites through retrieval, validation, import, and follow-up. The Biz-Tech Services EZCom Acumatica Connector supports this controlled process through an intermediate server managed by Biz-Tech Services, so users can bring selected EZCom orders into Acumatica and then monitor the related inbound and outbound documents.
Before You Start: What Must Be Configured
Before retrieving an order, confirm the connection, defaults, and partner-level rules. The Biz-Tech Services Acumatica EZCom Connector uses the General Settings and Trading Partners screens to determine which data can be retrieved and how an imported order is created.
1. Install and publish the customization package through Customization Projects (SM204505).
2. On General Settings, supply the Account, API Key, and EZCom admin Login and Password when Modify API Connectivity is selected.
3. Use Test Credentials under Actions to verify the connection to the Acumatica-Biz-Tech server.
4. Retrieve partner records with Get Trading Partners, then select the relevant Partner Code.
5. Set the partner Order Type, eligible EZCom Status, Begin Order Date, Customer ID, and Warehouse ID as required.
6. Select the applicable order-status checkbox. The documentation states that the corresponding status must be selected for an order to be retrieved and imported.
7. Configure enabled cross-reference options and map each required EZCom item under Inventory Items.
If Get Order From All Partners is used on General Settings, its date-based default does not take effect until the checkbox is selected and Apply Order Date Update for Partners is run from Actions. For broader setup context, see the sibling articles EZCom EDI Acumatica Connector Configuration Checklist and How EZCom EDI Data Flows Through Acumatica ERP.
How to Import EZCom Purchase Orders into Acumatica, Step by Step
The Biz-Tech Services EZCom Acumatica Integration separates retrieval from import. This gives the user a chance to see the orders returned for the selected period before creating records in Acumatica.
Step 1: Open Import Purchase Orders
Open the Import Purchase Orders screen. The screen is designed to retrieve and import orders for the corresponding EZCom trading partner.
Step 2: Retrieve the available orders
Click Get Orders. A timer shows elapsed time while the connector retrieves orders from the EZCom partner. All orders for the selected period are returned and displayed together in the grid. If retrieval must be stopped, click the loading icon next to the timer to cancel the process.
Step 3: Review the returned order set
Confirm that the intended partner and period produced the expected records. An order must have a status enabled in the partner settings, and item mapping must be complete before import. The Inbound Purchase Orders screen is also available to display information related to an EZCom order for the corresponding partner.
Step 4: Import selected orders or the entire grid
Select the required rows and click Import, or click Import All to process every order currently displayed. The integration creates the sales order using the configured order type, customer selection logic, shipping address option, warehouse rule, and enabled cross-references.
Step 5: Check the created order and related records
Verify the customer, location, inventory items, warehouse, shipping method, and quantities against the source order and partner configuration. Later workflow actions can generate acknowledgements, routing requests, warehouse orders, shipment updates, and invoices; those actions are separate from the initial import.
Document Triggers: What Each Action Creates
The source describes a sequence of screens and process triggers rather than a single automatic chain. Use each action only when the related order is at the required stage.
1. Get Orders retrieves orders for the selected partner and period and places them in the Import Purchase Orders grid.
2. Import or Import All creates Acumatica sales orders from selected or all displayed EZCom orders.
3. Import Changed Purchase Orders retrieves and imports changed orders for the corresponding partner.
4. Send or Send All on Send Outbound PO Acks sends acknowledgement requests; the EZCom order becomes acknowledged and the Acumatica sales order status changes to Closed.
5. Send Routing Request submits the EZCom Order ID when the order is at shipment level and indicates that the product is ready for shipment.
6. Import Routing Response uses Carrier Code and Carrier Service to find a Ship Via cross-reference and update the shipment.
7. Import Warehouse Shipment brings item quantity and tracking number from EZCom into the shipment and updates shipped quantity and tracking number.
8. Prepare Invoice can export a shipment when Export Shipment During Prepare Invoice is enabled; otherwise the order appears on Send Outbound Shipments.
9. Release Invoice can export an invoice when the partner export option is enabled; otherwise the order appears on Send Outbound Invoices.
Mapping Rules That Decide What Appears on the Order
Partner settings control the resulting sales order. Order Type determines the default order type. Customer ID supplies the fallback Acumatica customer, while Override Ship Address Info from EZCom Order brings in the destination address from EZCom.
Country, ShipVia, and warehouse values can come from the Cross-Reference tab when their corresponding Use Cross Ref options are enabled and mappings exist. For warehouse mapping, the documentation says the Default Warehouse field must be empty for the cross-reference value to be used.
Every corresponding EZCom item must be mapped on the Inventory Items tab. The available search field choices depend on the cross-reference options selected. The manual illustrates UPC Code: the system searches by that code and associates the result with an Acumatica Inventory ID.
Customer Ship To setup changes customer selection. The integration searches for Trading Partner Ship To ID using the order Location Number, then looks for matching parent and child customer values and a Customer ID and Location CD mapping. If no Customer Ship To setup exists, it uses the customer configured in Partner Settings.
Validation and Common Exceptions
The strongest pre-import validation is configuration-based. Test credentials, confirm the partner and date settings, enable the intended order status, and verify item, customer, warehouse, country, and shipping mappings before clicking Import.
1. No expected orders in the grid: check the Partner Code, Begin Order Date or applied all-partner date, and the eligible EZCom Status checkbox.
2. Item mapping error during import: map the EZCom item on the Inventory Items tab to an Acumatica Inventory ID.
3. Unexpected warehouse: determine whether Warehouse ID is populated. The source says it must be blank when the cross-reference warehouse should win.
4. Unexpected customer or location: review Customer Ship To mappings, including Location Number, parent and child customer values, Customer ID, and Location CD.
5. Unexpected Ship Via on a shipment: review the Carrier Code and Carrier Service mappings used during Import Routing Response.
6. Long-running retrieval: monitor the timer; use the loading icon next to it if the retrieval should be cancelled.
The manual warns that an unmapped item produces an error, but it does not provide the exact error message, a complete validation catalog, or recovery instructions for every exception. Avoid relying on undocumented message text when training users or writing operating procedures.
Where to Check Your Work
The Biz-Tech Services Acumatica EZCom Integration provides several screens and fields for confirming the result after retrieval and import:
1. Import Purchase Orders grid - orders retrieved for the selected period.
2. Inbound Purchase Orders - information for EZCom orders by partner.
3. Trading Partners: Partner Code, Order Type, EZCom Status, and Begin Order Date.
4. Trading Partners: Customer ID and Override Ship Address Info from EZCom Order.
5. Trading Partners: Warehouse ID and enabled Cross-Reference Options.
6. Inventory Items tab - EZCom item lookup values and Acumatica Inventory ID mappings.
7. Customer Ship To tab - Location Number, parent and child customer, Customer ID, and Location CD mappings.
8. Import Changed Purchase Orders - changed orders retrieved for the partner.
9. Import Routing Response - shipment routing updates based on carrier mappings.
10. Import Warehouse Shipment - imported item quantities and tracking numbers.
11. Send Outbound PO Acks, Send Outbound Shipments, and Send Outbound Invoices - documents awaiting manual transmission when automatic triggers are not used.
How to Import EZCom Purchase Orders into Acumatica: Frequently Asked Questions
Why does an EZCom order not appear on Import Purchase Orders?
Check the selected partner, retrieval period, Begin Order Date, and EZCom Status. The corresponding order-status checkbox must be selected before the order can be retrieved and imported.
Should I use Import or Import All?
Use Import for selected rows. Use Import All when every order displayed in the current grid should be imported into Acumatica.
Why does an item fail during EZCom order import?
The source explicitly warns that unmapped items cause an error. Map the corresponding EZCom item under the Inventory Items tab and associate it with the correct Acumatica Inventory ID.
Which customer is used for the imported sales order?
The Biz-Tech Services EZCom Acumatica Integrator follows Customer Ship To setup when it exists. Without that setup, the integration uses the Customer ID configured in Partner Settings.
Why did the imported order use the default warehouse instead of a cross-reference?
The source says the Default Warehouse field must have no value for the system to take the cross-reference warehouse value. Also confirm that Use Cross Ref for warehouse is enabled and mapped.
Can I stop Get Orders after retrieval starts?
Yes. The documentation says to click the loading icon next to the elapsed-time timer to cancel the process.
Does importing an order automatically send every later EZCom document?
No. The documentation identifies separate screens and triggers for acknowledgements, routing, warehouse orders, shipments, invoices, and inventory availability. Some shipment and invoice exports can run during Acumatica processing when their partner options are enabled.
Work With the Biz-Tech Services EZCom Connector
A reliable EZCom purchase order import depends on three things: a tested connection, partner rules that match the intended workflow, and complete item, customer, shipping, and warehouse mappings. Retrieve first, review the grid, import deliberately, and then verify the created sales order and downstream document queues.
If your team needs help configuring, validating, or operating the Biz-Tech Services Acumatica EZCom Integrator, visit https://biz-techservices.com to work with Biz-Tech Services on an Acumatica integration grounded in your documented trading partner workflow.
How to Import DSCO Orders into Acumatica
Importing DSCO orders into Acumatica is a two-stage task: retrieve orders for the configured period on the Import DSCO Orders screen, then process selected records to create either Sales Orders or SO Invoices. This guide focuses on that operating procedure, the settings that control document creation, and the checks to make when an order does not import.
The Biz-Tech Services DSCO Acumatica Connector lets an operator review retrieved records before choosing IMPORT or IMPORT ALL. You will learn how to configure the import target, select orders, understand the documented triggers, verify mappings, and trace common exceptions without repeating the broader order-to-cash overview covered in How DSCO Data Flows Through Acumatica Order-to-Cash Automation.
Before You Start: What Must Be Configured
The Biz-Tech Services Acumatica DSCO Connector depends on a published customization and a working DSCO Store connection. The source identifies the Customization Projects screen by form ID SM204505. On the DSCO Store General Settings tab, enter the Partner Code, Access Token, and Base URL, then use Test Credentials to test the application programming interface, or API, connection before retrieving orders.
1. Keep the order prerequisites tight and complete before the first production import:
2. Import DSCO Orders to: choose the Acumatica document type. The documented choices are Sales Order and SO Invoice.
3. Order Type: select the default order type that the integration will use for created orders.
4. DSCO Status: identify the DSCO order status eligible for import, and select the corresponding order-status checkbox. The manual says the checkbox must be selected for orders in that status to be retrieved and imported.
5. Begin Order Date: set the date used to filter retrieval. Review Last Imported Order Date, which records when the last order was imported.
6. Customer: choose the default customer that will be assigned to imported DSCO orders.
7. Cross-Reference options: select the entities that must be matched between DSCO and Acumatica. Only checked entities become available in the Cross-Reference tab drop-down.
8. Use Cross Ref for Warehouse: when selected, map each DSCO item warehouse to an Acumatica warehouse value on the Cross-Reference tab.
9. Inventory Items: choose the lookup basis used to associate DSCO items with Acumatica Inventory IDs. The manual illustrates SKU as one selection.
The documentation describes acknowledgments and outbound shipment and invoice settings, but those options do not replace the core order-import configuration. Set Order as Acknowledged decides whether a separate acknowledgment is necessary. Export Shipment During Prepare Invoice and Export Invoice During Release Invoice control later outbound actions.
How to Import DSCO Orders into Acumatica, Step by Step
The Biz-Tech Services DSCO Acumatica Integration separates retrieval from document creation. GET ORDERS fills the review grid for the selected period; IMPORT and IMPORT ALL process records from that grid into the configured Acumatica document type.
How do you retrieve DSCO orders for review?
Open the Import DSCO Orders screen and press GET ORDERS. A timer displays elapsed time while the request runs. The source states that the action retrieves and displays all orders for the selected period at once, subject to the DSCO Status and corresponding status-checkbox configuration.
How do you inspect an order before importing it?
Click the Order Number in the grid to open the corresponding order in a pop-up window. The manual says the most important information is shown on the DSCO Orders screen. Use this review point to confirm that the order belongs in the current batch and that its visible values are consistent with the configured customer, warehouse, and item rules.
How do you import selected DSCO orders?
Select the order or orders that should be processed and click IMPORT. To process every record currently in the grid, click IMPORT ALL. After IMPORT is pressed, successfully processed selected orders are filtered from the Import DSCO Orders screen. If the batch must be stopped while processing, click Cancel Processing.
How do you confirm which Acumatica document was created?
Open the DSCO Orders screen after import. The record shows its DSCO Order Status and, when applicable, the associated sales order number and invoice number. The result depends on Import DSCO Orders to: Sales Order creates a sales order path, while SO Invoice creates the invoice-oriented path described by the manual. The source does not document a separate purchase-order document being created in Acumatica.
How do you handle the acknowledgment after import?
If Set Order as Acknowledged is enabled, the manual says sending a separate acknowledgment is unnecessary and the Acknowledged Status in DSCO field on the Sales Orders screen should be Closed. If the checkbox is not selected, the imported order appears on Export DSCO PO Acknowledgement. Process it there; it should leave that screen, and Acknowledged Status in DSCO should become Closed.
Document Triggers: What Each Action Creates
These controls distinguish retrieval, Acumatica document creation, and later DSCO status updates:
1. GET ORDERS retrieves and displays DSCO orders for the selected period. It does not, by itself, document the creation of the configured Acumatica order or invoice.
2. IMPORT processes selected grid records and creates the document type selected in Import DSCO Orders to.
3. IMPORT ALL applies the same import processing to all records currently displayed in the grid.
4. Import DSCO Orders to = Sales Order directs imported DSCO orders into Acumatica sales orders, using the configured Order Type.
5. Import DSCO Orders to SO Invoice directs the imported records into Acumatica SO Invoices. The manual does not describe additional invoice field rules for this choice.
6. Prepare Invoice, with Export Shipment During Prepare Invoice selected, sends shipment information to DSCO and marks the order as shipment pending.
7. Release Invoice, with Export Invoice During Release Invoice selected, sends invoice information to DSCO and changes the DSCO order to Shipped.
The last two triggers occur after import and document processing. They explain how later shipment and invoice actions can update DSCO, but they should not be confused with GET ORDERS or IMPORT.
Mapping Rules That Decide What Appears on the Order
The default Customer setting is assigned to DSCO orders during import. Cross-Reference options determine which entities can be matched, and checked options become available for configuration on the Cross-Reference tab. When Use Cross Ref for Warehouse is enabled, the incoming DSCO warehouse value must map to an Acumatica warehouse value.
On Inventory Items, choose how the connector searches for an item and associates it with an Acumatica Inventory ID. The source gives SKU as its example lookup value. These item and warehouse relationships affect whether an order can be built with valid Acumatica values. The manual also warns that inaccurate or incomplete cross-references can prevent later API requests from updating order status and tracking numbers correctly.
The source does not provide a field-by-field transformation table for prices, taxes, freight, addresses, purchase-order numbers, or invoice lines. It also does not state precedence when a default value and an incoming value are both present. Those details should be confirmed in the implemented configuration rather than inferred from the manual.
Validation and Common Exceptions
Validate the connection first with Test Credentials, then validate the actual batch in the Import DSCO Orders grid. If processing fails, the affected row displays an error indicator. Hover over the red cross for additional information, and use TOOLS > Trace when more detail is needed.
1. No expected orders after GET ORDERS: review Begin Order Date, Last Imported Order Date, DSCO Status, and the corresponding status checkbox. The manual does not provide a specific message for an empty result.
2. Warehouse does not have value: this is the one exact import error documented. It occurs when warehouse cross-referencing is enabled but the DSCO warehouse value is not mapped to an Acumatica warehouse.
3. Item mapping failure: the manual warns that an error appears when item values are not mapped, but it does not supply the error text. Review the Inventory Items lookup choice and Inventory ID association.
4. Order remains on the processing grid with a red cross: hover over the indicator, then inspect TOOLS > Trace. Correct only the configuration or data supported by the displayed detail, and retry the appropriate order.
5. Unexpected document type: verify Import DSCO Orders to and Order Type before reprocessing. The source does not explain duplicate handling, reversal, or recovery after an unintended document is created.
6. Acknowledgment remains pending: verify Set Order as Acknowledged. If it is cleared, process the order on Export DSCO PO Acknowledgement and check that the record disappears and the Sales Orders field becomes Closed.
The manual does not provide a comprehensive error catalog, required-field matrix, duplicate-order rule, retry policy, or rollback procedure. Its validation guidance is limited to connection testing, the warehouse error, a general item-mapping warning, the row-level red cross, and TOOLS > Trace.
Where to Check Your Work
The Biz-Tech Services Acumatica DSCO Integration exposes the import result across the configuration, processing, and result screens. Check these documented locations:
1. DSCO Store - General Settings: Partner Code, Access Token, Base URL, and Test Credentials.
2. DSCO Store - Order Settings: Import DSCO Orders to, Order Type, DSCO Status, status checkbox, Begin Order Date, and Last Imported Order Date.
3. DSCO Store - Customer Information: default Customer, Cross-Reference options, and Use Cross Ref for Warehouse.
4. DSCO Store - Cross-Reference: selected entity mappings, especially DSCO-to-Acumatica warehouse values.
5. DSCO Store - Inventory Items: lookup selection and the association to Acumatica Inventory ID.
6. Import DSCO Orders: retrieved period, Order Number pop-up, selected rows, elapsed-time indicator, and records remaining after processing.
7. Import DSCO Orders error row: red cross details and TOOLS > Trace.
8. DSCO Orders: DSCO Order Status, sales order number, and invoice number.
9. Sales Orders: Acknowledged Status in DSCO when acknowledgment behavior applies.
10. Export DSCO PO Acknowledgement: orders waiting for manual acknowledgment when Set Order as Acknowledged is cleared.
How to Import DSCO Orders into Acumatica: Frequently Asked Questions
Why did GET ORDERS return no DSCO orders?
Check the selected period through Begin Order Date and the recorded Last Imported Order Date. Also confirm DSCO Status and its corresponding checkbox. The manual says the status checkbox must be selected for orders with that status to be retrieved and imported, but it does not document a no-results error message.
Why does an order show Warehouse does not have value?
Use Cross Ref for Warehouse is enabled, but the incoming DSCO warehouse does not have an Acumatica warehouse mapping. Add or correct that relationship on the Cross-Reference tab before retrying the order.
Why is a DSCO item not importing into Acumatica?
Review the Inventory Items cross-reference selection and confirm that the incoming item can be associated with an Acumatica Inventory ID. The source warns that an unmapped item produces an error but does not provide the exact message.
Can I import only selected DSCO orders?
Yes. Select the required rows and click IMPORT. Use IMPORT ALL only when every order currently displayed in the grid should be processed. The Biz-Tech Services DSCO Acumatica Integrator also provides Cancel Processing when an active import must be stopped.
Can DSCO orders create invoices instead of sales orders?
Yes. Import DSCO Orders to supports Sales Order and SO Invoice. Choose the required destination before processing. The documentation does not provide a separate mapping table or validation sequence for SO Invoice creation.
Does importing a DSCO order create an Acumatica purchase order?
The manual describes incoming DSCO orders becoming Sales Orders or SO Invoices. It calls the acknowledgment screen Export DSCO PO Acknowledgement, but it does not document the creation of a separate Acumatica purchase order. Do not treat the acknowledgment label as proof that an Acumatica purchase-order document is created.
Why is the acknowledgment still waiting after import?
When Set Order as Acknowledged is cleared, the imported order must be processed on Export DSCO PO Acknowledgement. After processing, it should disappear from that screen and Acknowledged Status in DSCO on Sales Orders should be Closed.
Where can I find more detail for a failed import?
Hover over the red cross on the failed order row to view additional information. Then open TOOLS > Trace for further detail. The source does not list all possible messages or prescribe a universal correction.
Work With the Biz-Tech Services DSCO Connector
A reliable DSCO order import starts with the correct target document, eligible status, date filter, customer default, and complete warehouse and item mappings. Retrieve first, inspect the grid, import deliberately, and verify the linked sales order or invoice on DSCO Orders.
If your team needs help configuring, validating, or troubleshooting the Biz-Tech Services Acumatica DSCO Integrator, visit https://biz-techservices.com to work with Biz-Tech Services on an Acumatica integration grounded in your documented DSCO workflow.
Check the video for mre details - https://www.youtube.com/watch?v=Hk296jscNtA
How to Import DSCO Orders into Acumatica
Importing DSCO orders into Acumatica is a two-stage task: retrieve orders for the configured period on the Import DSCO Orders screen, then process selected records to create either Sales Orders or SO Invoices. This guide focuses on that operating procedure, the settings that control document creation, and the checks to make when an order does not import.
The Biz-Tech Services DSCO Acumatica Connector lets an operator review retrieved records before choosing IMPORT or IMPORT ALL. You will learn how to configure the import target, select orders, understand the documented triggers, verify mappings, and trace common exceptions without repeating the broader order-to-cash overview covered in How DSCO Data Flows Through Acumatica Order-to-Cash Automation.
Before You Start: What Must Be Configured
The Biz-Tech Services Acumatica DSCO Connector depends on a published customization and a working DSCO Store connection. The source identifies the Customization Projects screen by form ID SM204505. On the DSCO Store General Settings tab, enter the Partner Code, Access Token, and Base URL, then use Test Credentials to test the application programming interface, or API, connection before retrieving orders.
1. Keep the order prerequisites tight and complete before the first production import:
2. Import DSCO Orders to: choose the Acumatica document type. The documented choices are Sales Order and SO Invoice.
3. Order Type: select the default order type that the integration will use for created orders.
4. DSCO Status: identify the DSCO order status eligible for import, and select the corresponding order-status checkbox. The manual says the checkbox must be selected for orders in that status to be retrieved and imported.
5. Begin Order Date: set the date used to filter retrieval. Review Last Imported Order Date, which records when the last order was imported.
6. Customer: choose the default customer that will be assigned to imported DSCO orders.
7. Cross-Reference options: select the entities that must be matched between DSCO and Acumatica. Only checked entities become available in the Cross-Reference tab drop-down.
8. Use Cross Ref for Warehouse: when selected, map each DSCO item warehouse to an Acumatica warehouse value on the Cross-Reference tab.
9. Inventory Items: choose the lookup basis used to associate DSCO items with Acumatica Inventory IDs. The manual illustrates SKU as one selection.
The documentation describes acknowledgments and outbound shipment and invoice settings, but those options do not replace the core order-import configuration. Set Order as Acknowledged decides whether a separate acknowledgment is necessary. Export Shipment During Prepare Invoice and Export Invoice During Release Invoice control later outbound actions.
How to Import DSCO Orders into Acumatica, Step by Step
The Biz-Tech Services DSCO Acumatica Integration separates retrieval from document creation. GET ORDERS fills the review grid for the selected period; IMPORT and IMPORT ALL process records from that grid into the configured Acumatica document type.
How do you retrieve DSCO orders for review?
Open the Import DSCO Orders screen and press GET ORDERS. A timer displays elapsed time while the request runs. The source states that the action retrieves and displays all orders for the selected period at once, subject to the DSCO Status and corresponding status-checkbox configuration.
How do you inspect an order before importing it?
Click the Order Number in the grid to open the corresponding order in a pop-up window. The manual says the most important information is shown on the DSCO Orders screen. Use this review point to confirm that the order belongs in the current batch and that its visible values are consistent with the configured customer, warehouse, and item rules.
How do you import selected DSCO orders?
Select the order or orders that should be processed and click IMPORT. To process every record currently in the grid, click IMPORT ALL. After IMPORT is pressed, successfully processed selected orders are filtered from the Import DSCO Orders screen. If the batch must be stopped while processing, click Cancel Processing.
How do you confirm which Acumatica document was created?
Open the DSCO Orders screen after import. The record shows its DSCO Order Status and, when applicable, the associated sales order number and invoice number. The result depends on Import DSCO Orders to: Sales Order creates a sales order path, while SO Invoice creates the invoice-oriented path described by the manual. The source does not document a separate purchase-order document being created in Acumatica.
How do you handle the acknowledgment after import?
If Set Order as Acknowledged is enabled, the manual says sending a separate acknowledgment is unnecessary and the Acknowledged Status in DSCO field on the Sales Orders screen should be Closed. If the checkbox is not selected, the imported order appears on Export DSCO PO Acknowledgement. Process it there; it should leave that screen, and Acknowledged Status in DSCO should become Closed.
Document Triggers: What Each Action Creates
These controls distinguish retrieval, Acumatica document creation, and later DSCO status updates:
1. GET ORDERS retrieves and displays DSCO orders for the selected period. It does not, by itself, document the creation of the configured Acumatica order or invoice.
2. IMPORT processes selected grid records and creates the document type selected in Import DSCO Orders to.
3. IMPORT ALL applies the same import processing to all records currently displayed in the grid.
4. Import DSCO Orders to = Sales Order directs imported DSCO orders into Acumatica sales orders, using the configured Order Type.
5. Import DSCO Orders to SO Invoice directs the imported records into Acumatica SO Invoices. The manual does not describe additional invoice field rules for this choice.
6. Prepare Invoice, with Export Shipment During Prepare Invoice selected, sends shipment information to DSCO and marks the order as shipment pending.
7. Release Invoice, with Export Invoice During Release Invoice selected, sends invoice information to DSCO and changes the DSCO order to Shipped.
The last two triggers occur after import and document processing. They explain how later shipment and invoice actions can update DSCO, but they should not be confused with GET ORDERS or IMPORT.
Mapping Rules That Decide What Appears on the Order
The default Customer setting is assigned to DSCO orders during import. Cross-Reference options determine which entities can be matched, and checked options become available for configuration on the Cross-Reference tab. When Use Cross Ref for Warehouse is enabled, the incoming DSCO warehouse value must map to an Acumatica warehouse value.
On Inventory Items, choose how the connector searches for an item and associates it with an Acumatica Inventory ID. The source gives SKU as its example lookup value. These item and warehouse relationships affect whether an order can be built with valid Acumatica values. The manual also warns that inaccurate or incomplete cross-references can prevent later API requests from updating order status and tracking numbers correctly.
The source does not provide a field-by-field transformation table for prices, taxes, freight, addresses, purchase-order numbers, or invoice lines. It also does not state precedence when a default value and an incoming value are both present. Those details should be confirmed in the implemented configuration rather than inferred from the manual.
Validation and Common Exceptions
Validate the connection first with Test Credentials, then validate the actual batch in the Import DSCO Orders grid. If processing fails, the affected row displays an error indicator. Hover over the red cross for additional information, and use TOOLS > Trace when more detail is needed.
1. No expected orders after GET ORDERS: review Begin Order Date, Last Imported Order Date, DSCO Status, and the corresponding status checkbox. The manual does not provide a specific message for an empty result.
2. Warehouse does not have value: this is the one exact import error documented. It occurs when warehouse cross-referencing is enabled but the DSCO warehouse value is not mapped to an Acumatica warehouse.
3. Item mapping failure: the manual warns that an error appears when item values are not mapped, but it does not supply the error text. Review the Inventory Items lookup choice and Inventory ID association.
4. Order remains on the processing grid with a red cross: hover over the indicator, then inspect TOOLS > Trace. Correct only the configuration or data supported by the displayed detail, and retry the appropriate order.
5. Unexpected document type: verify Import DSCO Orders to and Order Type before reprocessing. The source does not explain duplicate handling, reversal, or recovery after an unintended document is created.
6. Acknowledgment remains pending: verify Set Order as Acknowledged. If it is cleared, process the order on Export DSCO PO Acknowledgement and check that the record disappears and the Sales Orders field becomes Closed.
The manual does not provide a comprehensive error catalog, required-field matrix, duplicate-order rule, retry policy, or rollback procedure. Its validation guidance is limited to connection testing, the warehouse error, a general item-mapping warning, the row-level red cross, and TOOLS > Trace.
Where to Check Your Work
The Biz-Tech Services Acumatica DSCO Integration exposes the import result across the configuration, processing, and result screens. Check these documented locations:
1. DSCO Store - General Settings: Partner Code, Access Token, Base URL, and Test Credentials.
2. DSCO Store - Order Settings: Import DSCO Orders to, Order Type, DSCO Status, status checkbox, Begin Order Date, and Last Imported Order Date.
3. DSCO Store - Customer Information: default Customer, Cross-Reference options, and Use Cross Ref for Warehouse.
4. DSCO Store - Cross-Reference: selected entity mappings, especially DSCO-to-Acumatica warehouse values.
5. DSCO Store - Inventory Items: lookup selection and the association to Acumatica Inventory ID.
6. Import DSCO Orders: retrieved period, Order Number pop-up, selected rows, elapsed-time indicator, and records remaining after processing.
7. Import DSCO Orders error row: red cross details and TOOLS > Trace.
8. DSCO Orders: DSCO Order Status, sales order number, and invoice number.
9. Sales Orders: Acknowledged Status in DSCO when acknowledgment behavior applies.
10. Export DSCO PO Acknowledgement: orders waiting for manual acknowledgment when Set Order as Acknowledged is cleared.
How to Import DSCO Orders into Acumatica: Frequently Asked Questions
Why did GET ORDERS return no DSCO orders?
Check the selected period through Begin Order Date and the recorded Last Imported Order Date. Also confirm DSCO Status and its corresponding checkbox. The manual says the status checkbox must be selected for orders with that status to be retrieved and imported, but it does not document a no-results error message.
Why does an order show Warehouse does not have value?
Use Cross Ref for Warehouse is enabled, but the incoming DSCO warehouse does not have an Acumatica warehouse mapping. Add or correct that relationship on the Cross-Reference tab before retrying the order.
Why is a DSCO item not importing into Acumatica?
Review the Inventory Items cross-reference selection and confirm that the incoming item can be associated with an Acumatica Inventory ID. The source warns that an unmapped item produces an error but does not provide the exact message.
Can I import only selected DSCO orders?
Yes. Select the required rows and click IMPORT. Use IMPORT ALL only when every order currently displayed in the grid should be processed. The Biz-Tech Services DSCO Acumatica Integrator also provides Cancel Processing when an active import must be stopped.
Can DSCO orders create invoices instead of sales orders?
Yes. Import DSCO Orders to supports Sales Order and SO Invoice. Choose the required destination before processing. The documentation does not provide a separate mapping table or validation sequence for SO Invoice creation.
Does importing a DSCO order create an Acumatica purchase order?
The manual describes incoming DSCO orders becoming Sales Orders or SO Invoices. It calls the acknowledgment screen Export DSCO PO Acknowledgement, but it does not document the creation of a separate Acumatica purchase order. Do not treat the acknowledgment label as proof that an Acumatica purchase-order document is created.
Why is the acknowledgment still waiting after import?
When Set Order as Acknowledged is cleared, the imported order must be processed on Export DSCO PO Acknowledgement. After processing, it should disappear from that screen and Acknowledged Status in DSCO on Sales Orders should be Closed.
Where can I find more detail for a failed import?
Hover over the red cross on the failed order row to view additional information. Then open TOOLS > Trace for further detail. The source does not list all possible messages or prescribe a universal correction.
Work With the Biz-Tech Services DSCO Connector
A reliable DSCO order import starts with the correct target document, eligible status, date filter, customer default, and complete warehouse and item mappings. Retrieve first, inspect the grid, import deliberately, and verify the linked sales order or invoice on DSCO Orders.
If your team needs help configuring, validating, or troubleshooting the Biz-Tech Services Acumatica DSCO Integrator, visit https://biz-techservices.com to work with Biz-Tech Services on an Acumatica integration grounded in your documented DSCO workflow.
Check the video for mre details - https://www.youtube.com/watch?v=Hk296jscNtA
How to Send Acumatica Orders to ShipStation
Sending ERP orders to ShipStation starts with an ERP sales order, a connected store configured for outbound processing, and either the Create Orders in ShipStation process or an action on the Sales Orders screen. This guide explains the documented setup, order-creation actions, mapping controls, validation points, and exceptions so you can move sales orders into ShipStation and confirm the result.
The Biz-Tech Services ShipStation Acumatica Connector supports two documented outbound workflows: creating an order in ShipStation before bringing its shipment back to Acumatica, or creating both the ShipStation order and shipment when an Acumatica shipment is confirmed. The focus here is the order-creation task; the broader two-way record movement is covered in the sibling article, How ShipStation Data Flows Between Shipping and Acumatica ERP.
Before You Start: What Must Be Configured
Before an order can be sent, the Biz-Tech Services Acumatica ShipStation Connector needs a published customization package, working ShipStation credentials, the correct data direction, and store-specific outbound choices. Keep these prerequisites tight so a failed export can be traced to a setting instead of to an undefined process.
1. Install and publish the connector customization package through Customization Projects (SM204505).
2. On the ShipStation Store screen, enter the Consumer Key, Consumer Secret, and Base URL in Connection Settings, then use Test Credentials to verify API connectivity.
3. Use Get Stores on the General Info tab, identify the applicable connected store, and select the store used by the integration.
4. Set Integration Option to Acumatica to ShipStation. The Create Orders in ShipStation screen is not documented for the reverse direction.
5. Choose the Process Flow that matches the intended workflow: Shipment in ShipStation or Shipment in Acumatica.
6. Load the available carrier codes, packages, and platform warehouses on their respective tabs. Select the package that should be used for the order.
The documentation says the General Info tab remains consistent between integration directions, while the other tabs change with the selected direction. It does not provide screen IDs for ShipStation Store, Create Orders in ShipStation, Sales Orders, or Shipments, so this article does not assign any.
Send Acumatica Orders to ShipStation, Step by Step
The Biz-Tech Services ShipStation Acumatica Integration provides a batch path and a single-order path for the Shipment in ShipStation flow, plus a shipment-confirmation path when both records should be created together.
Step 1: Confirm the outbound direction and process flow
Open the applicable connector configuration and confirm that Integration Option is Acumatica to ShipStation. For the dedicated Create Orders in ShipStation screen, Process Flow must be Shipment in ShipStation. This combination determines whether eligible ERP orders appear for export and whether the later shipment is expected to originate in ShipStation.
Step 2: Load and select outbound reference values
Open the Carriers and Services, Packages, and ShipStation Warehouses tabs. Use the relevant retrieval button on each tab; for example, Get Carriers retrieves carrier codes and Get Packages retrieves available packages from the platform. Select the package that applies to the order. The manual says the warehouse tab follows the same logic, but it does not describe a line-by-line mapping rule for these outbound values.
Step 3: Create orders in a batch
Open Create Orders in ShipStation. The screen displays ERP orders that can be exported and created on the platform. Choose the configured Store Code and corresponding ShipStation Store ID, select the orders to process, and run the export. The documentation states that the selected store identifiers determine where the ERP orders are created.
Step 4: Create one ShipStation order from Sales Orders
For a single record, open the ERP sales order. In the Actions menu, open the connector option and click Create ShipStation Order. This is the documented alternative to the batch processing screen.
Step 5: Confirm that ShipStation returned its order identifier
After a successful export, review the ShipStation Order ID field on the Sales Orders screen. The workflow documentation states that exporting the order generates the order on the platform and places that identifier on the ERP sales order.
Step 6: Complete the selected shipment workflow
If Process Flow is Shipment in ShipStation, create the shipment there and bring it back through Import Shipment from ShipStation or the Get ShipStation Shipments action on Sales Orders. The imported shipment number and tracking number are added to the corresponding ERP order, and its status is updated to Prepare Invoice.
If Process Flow is Shipment in Acumatica, first create the sales order and shipment in Acumatica. On the Shipping tab of the Shipments screen, manually complete the ShipStation Information option, then confirm the shipment. The confirmation creates both the destination order and its shipment. The returned Store Code, ShipStation Store ID, ShipStation Order ID, and ShipStation Order Number appear in ShipStation Information, while tracking information appears on the Packages tab.
Document Triggers: What Each Action Creates
1. Create Orders in ShipStation: exports displayed ERP orders to the configured connected store and creates destination orders.
2. Create ShipStation Order on Sales Orders: creates the destination order for the current ERP sales order.
3. Import ShipStation Shipment: retrieves shipment information for ERP orders already exported to ShipStation; it adds shipment and tracking details to the corresponding order and moves the ERP order to Prepare Invoice.
4. Get ShipStation Shipments on Sales Orders: performs the documented shipment-import process for the current order.
5. Confirm Shipment with Process Flow set to Shipment in Acumatica: creates both the order and shipment on the platform after the required ShipStation Information is completed on the ERP shipment.
The source documents triggers for sales orders and shipments only. It does not describe an action that exports an Acumatica purchase order, creates a purchase order on the platform, creates an Acumatica invoice during order export, or sends an invoice to ShipStation. Prepare Invoice is an ERP order status reached after shipment information returns; the manual does not claim that the import creates the invoice.
Mapping Rules That Decide What Appears on the Order
Store and outbound setup values are the documented controls that determine where the order goes and which shipping references are available. Store Code and ShipStation Store ID associate an export with the intended connected store. The Carriers and Services, Packages, and ShipStation Warehouses tabs retrieve available values from ShipStation, and the package selection identifies the package used for the order.
The integration direction and Process Flow are also mapping decisions in practice because they decide which screens and actions are valid. Acumatica to ShipStation with Shipment in ShipStation exposes the order-export and shipment-return sequence. Acumatica to ShipStation with Shipment in Acumatica uses the ERP shipment confirmation as the creation event.
For the confirm-shipment path, the user manually fills the ShipStation Information option on the Shipping tab before confirmation. Afterward, Store Code, ShipStation Store ID, ShipStation Order ID, and ShipStation Order Number are populated there, and tracking information is populated on Packages. The source does not specify field-by-field transformations for customer, address, line, price, discount, tax, carrier, service, package, or warehouse data on outbound orders. Those mappings should therefore be validated in the configured environment rather than inferred from the inbound options documented elsewhere.
Validation and Common Exceptions
1. Credential validation: use Test Credentials after entering the Consumer Key, Consumer Secret, and Base URL. If the test does not connect, review those values before testing order export.
2. Direction mismatch: Create Orders in ShipStation requires Integration Option to be Acumatica to ShipStation. A store set to ShipStation to Acumatica is intended for the import screens.
3. Process-flow mismatch: the dedicated order-export and shipment-import screens require Shipment in ShipStation. Use the shipment-confirmation workflow for Shipment in Acumatica.
4. Missing reference data: retrieve carriers, packages, and warehouses from the platform and confirm the required package is selected before processing.
5. No returned order ID: if ShipStation Order ID is blank after processing, the documented success marker is absent. Recheck credentials, store selection, direction, and process flow before retrying.
6. No shipment or tracking data: in the Shipment in ShipStation flow, a shipment must first exist on the platform and then be imported. The source does not say that order export alone produces tracking information.
7. Incomplete confirm-shipment setup: in the Shipment in Acumatica flow, ShipStation Information on the Shipping tab must be filled before Confirm Shipment.
The manual mentions an error when an inbound import screen is used with an incorrectly configured store, but it does not quote the exact message. It provides no named outbound error messages, validation codes, retry behavior, duplicate-order rules, or exception log. Troubleshooting should rely on the documented settings and returned identifiers without inventing message text.
Where to Check Your Work
The Biz-Tech Services Acumatica ShipStation Integration leaves several concrete checkpoints across configuration, sales order, shipment, and inquiry screens.
1. Customization Projects (SM204505): confirm that the integration package is present and published.
2. ShipStation Store - Connection Settings: review Consumer Key, Consumer Secret, Base URL, and the result of Test Credentials.
3. ShipStation Store - General Info: confirm the intended store was retrieved and selected.
4. ShipStation Store - Integration Option: verify Acumatica to ShipStation.
5. ShipStation Store - Process Flow: verify Shipment in ShipStation or Shipment in Acumatica matches the workflow being used.
6. Carriers and Services, Packages, and ShipStation Warehouses: confirm the reference lists were retrieved and the package was selected.
7. Create Orders in ShipStation: confirm the intended ERP orders appear under the correct Store Code and ShipStation Store ID.
8. Sales Orders: check ShipStation Order ID after export and use the ShipStation actions for single-order processing.
9. Import Shipment from ShipStation: confirm that the already-exported order is available after a shipment is created on the platform.
10. Shipments - Shipping tab: review Store Code, ShipStation Store ID, ShipStation Order ID, and ShipStation Order Number in ShipStation Information.
11. Shipments - Packages tab: verify that tracking information was populated.
12. ShipStation Orders and ShipStation Shipments: use these Generic Inquiries to review initial order and shipment information recorded in Acumatica.
Send Acumatica Orders to ShipStation: Frequently Asked Questions
Which Acumatica document can I send to ShipStation?
The source specifically documents ERP sales orders. It does not document exporting purchase orders or invoices to ShipStation, so those document types should not be assumed to be supported by this workflow.
Can I send one order without running a batch?
Yes. From the Sales Orders screen, use the Actions menu, open the connector option, and click Create ShipStation Order. The Create Orders in ShipStation screen is the documented batch-oriented alternative.
Why does my order not appear on Create Orders in ShipStation?
Verify that the store uses Acumatica to ShipStation and that Process Flow is Shipment in ShipStation. Also confirm credentials, the selected store, and the Store Code and ShipStation Store ID. The manual does not provide additional eligibility rules or an exact error message for a missing order.
How do I know that the ShipStation order was created?
Check the ShipStation Order ID field on the Acumatica Sales Orders screen. The documented workflow says this value is displayed when the order is exported and generated in ShipStation.
Why is tracking information missing after I export the order?
Order export and shipment import are separate steps in the Shipment in ShipStation flow. Create the shipment on the platform, then use Import Shipment from ShipStation or Get ShipStation Shipments. The shipment number and tracking number are added only after that import.
Can Acumatica create the ShipStation shipment at the same time as the order?
Yes, through the documented Shipment in Acumatica workflow. Create the Acumatica sales order and shipment, complete ShipStation Information on the Shipping tab, and confirm the shipment. The Biz-Tech Services Acumatica ShipStation Integrator then creates both records in ShipStation during confirmation.
Does importing a ShipStation shipment create an invoice?
The documentation says the ERP order status changes to Prepare Invoice after the shipment is imported. It does not state that the import action creates an invoice.
Where can I review the resulting records?
Review the Sales Orders and Shipments screens for returned identifiers and tracking information. The order and shipment Generic Inquiries display initial information about the integrated order and shipment records.
Work With the Biz-Tech Services ShipStation Connector
A reliable outbound workflow depends on the correct store direction, Process Flow, retrieved shipping references, and clear confirmation checks. The documentation supports both batch and single-order creation, followed either by shipment import or by creation of the destination order and shipment during ERP shipment confirmation.
If your team needs help configuring, validating, or troubleshooting this workflow, the Biz-Tech Services ShipStation Acumatica Integrator can help align the documented settings with your Acumatica process. Visit https://biz-techservices.com to learn more and contact Biz-Tech Services.
Check the video for more details - https://www.youtube.com/watch?v=ZS94T90M20o
