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Acumatica Cloud ERP®: Setup Guide

Welcome to the Acumatica Cloud ERP Setup Guide

On these pages, we will walk through a number of key things to know as you prepare for and complete your implementation of the Acumatica Cloud ERP integration.

If you have questions, be sure to direct them to your Integration Implementation Specialist or your Procore point of contact.

The navigation menu to the left will walk you through each of the key things to know and will highlight action items required of you. 

Setting up Procore's Authentication Access to Your Acumatica Cloud ERP Tenant

Purpose & Background

Providing Procore authentication access to your Acumatica Cloud ERP Tenant is one of the first key steps and must be completed before Procore can begin to setup your integration. 

Create User in Acumatica:

  • In Acumatica, go to User Security>User Management>Users
  • Click the “Add New Record” button.
  • Enter a Login (“Procore” as an example)
  • Create your own Password. IMPORTANT - SAVE THE PASSWORD IN A SECURE LOCATION. Procore will be using this password to establish Authorization between Procore and Acumatica using our Connector Platform.
  • No need to enter a User Type or Linked Entity.
  • Enter a First Name and Last Name (“Procore Admin” as an example)
  • Email: Enter any email address. It does not have to be a valid email address.
  • Allow Password Recovery; Allow Password Changes; Password Never Expires should be checked.
  • ROLES: Make sure “AcumaticaSupport” and “Administrator” are checked.
  • Click “Save”

Planning Your Integration Implementation

Preparation Phase

After purchasing the Procore + Acumatica Cloud ERP integration, this phase includes:

  1. Receive the Welcome Email & Programme Kick-Off Call
    Procore assigns your account to a Integration Implementation Specialist, who sends a Welcome Email to your company's designated ERP Implementation Contact. The email contains a selection of dates/time for scheduling your Kick-Off call. Please reply back to either confirm or suggest a time that works for the required members on your team. 
  2. Prepare for the Kick-Off Call
    Prior to this meeting, please complete these tasks to ensure that your Integration Implementation Specialist can test our access to Acumatica Cloud ERP before the call and escalate any issues:
    • Complete the steps within the Setting Up Procore's Authentication Access to Your Acumatica Cloud ERP Environment section of this guide
    • Procore will need to know the Format (Max Length, Length, Segment and Format) for the following entities:
      • Cost Code Format
      • ProjectID
      • ProjectTemplateID
      • VendorID
      • CustomerID
      • ProjectTaskID
    • Setting up Connected Applications and Customization Project.
      • User will be provided instructions on how to setup the Connected Application with Acumatica Cloud ERP as well as instructions on how to setup and publish the Customization Project.

Implementation Phase

After scheduling your company's Kick-Off call, this phase includes:

  1. Procore + {{integrations_Acumatica}} Kick-Off Call
    Approximately 60 Minutes

    Procore conducts a Kick-Off Call with your company's ERP Implementation Contact and designated stakeholders (i.e., typically this your company's Procore Administrator, Acumatica Cloud ERP Administrator and IT Administrator). The goals of this call are to:
    • Discuss your Procore + Acumatica Cloud ERP implementation plan.
    • Provide your attendees with an overview of the Procore + Acumatica Cloud ERP integration.
    • Coordinate any follow-up tasks related to your implementation plan.
    • Programme your Go-Live Call.
  2. Procore + {{integrations_Acumatica}} Go-Live Call
    Approximately 60-90 Minutes

    Procore conducts a Go-Live call with your company's ERP Implementation Contact and designated stakeholders. The goal of this call is to ensure the completion of these tasks:
    • Review the ERP Integrations tool's configuration settings.
    • Provide an overview of each tab in the ERP Integrations tool.
  3. Getting Started with Procore + {{integrations_Acumatica}}
    After the implementation is complete, you can begin using the integration. You can also contact to your Procore Integration Implementation Specialist for the next 30 days. 

Change Management & the Accounting Approver Role

When your integration is activated, you're organisation will gain access to a new tool in Procore: the ERP Integrations Tool. In this tool, you will manage the flow of information between Procore and Acumatica Cloud ERP. 

Using this tool to manage integrated data will be the most significant difference between Procore with and without the Acumatica Cloud ERP Connector. You will have to provide your Integration Implementation Specialist with a list of the users who will have access to this tool, called accounting approvers and the specific integration features that each user should manage (e.g., one accounting approver may be allowed to send commitments and payment applications to ERP and another may be allowed to only send commitments).

In addition to the accounting approvers, you may also choose to give users at your organisation access to the ERP Integrations tool in a view-only capacity.