When you use Acumatica every day, it’s easy to settle into familiar routines. You know where your most-used screens are, you have a process for entering transactions, and you have developed your own way of finding the information you need.
But sometimes, a small feature you have overlooked can save several clicks, reduce repetitive work, or give you faster access to the right information.
Acumatica includes a wide range of built-in tools designed to make navigation, data entry, collaboration, approvals, and reporting easier. Some are simple shortcuts while others can change how your team handles recurring processes.
Here are 20 features worth revisiting.
Not every user needs the same screens every day. Acumatica lets you customize the menu options displayed in your workspace so the screens you use most often are easier to reach.
You can keep frequently used options in a shorter menu while still retaining access to the full workspace menu when you need it. Because these settings are personal, users can organize their navigation around their own responsibilities without changing the experience for everyone else.
If there are two or three screens you return to throughout the day, add them to your favorites.
Favorited screens appear near the top of your menu, giving you a faster route to the areas you use most. Favorites can span multiple modules, which is especially helpful for users whose work crosses functions.
Universal Search can do much more than help you locate a menu item. You can use it to search for customer and vendor records, transactions, reference numbers, emails, phone numbers, shipments, sales orders, AP bills, and other information stored in Acumatica.
Instead of remembering exactly where a record lives, start with the information you already have and let the system help you find it.
Universal Search can also connect you with Acumatica's help documentation.
If you can’t remember how to set up a user, configure an approval map, create an allocation rule, or complete another process, searching the help topics can point you toward relevant instructions and activities.
It can be a useful first stop when you know what you want to accomplish but cannot remember the exact steps.
You can also access help directly from an Acumatica screen.
Selecting the help icon from a page narrows the documentation to information related to that specific area. For example, from Bills and Adjustments, you can find guidance related to creating AP bills and handling debit or credit adjustments.
That context can make it much easier to find the right instructions without searching through unrelated material.
Getting interrupted in the middle of a task is normal. Remembering the exact record you were working on afterward is another matter.
The Recently Visited feature keeps a history of the areas and records you recently opened. Instead of navigating back through menus and filters, you can return directly to the AP bill, customer, vendor, or other record you were using.
You can also favorite records from this area when you know you will need to revisit them.
Acumatica allows files to be attached directly to transactions and records.
A customer record might include a credit verification form, while a transaction might include an invoice, contract, supporting PDF, or other documentation.
Keeping those files connected to the relevant record can reduce the time employees spend searching through folders, inboxes, or other systems for supporting information.
For organizations managing a large number of attachments, document tags provide another layer of organization.
Files can be tagged by category, such as CRM documentation or contracts, allowing users to filter and locate attachments more easily.
Rather than treating every attachment as part of one long list, tags can make larger document collections much easier to navigate.
Notes allow users to add contextual information directly to records.
For information that deserves extra visibility, Acumatica also supports pop-up notes. A note associated with a customer or vendor can appear when that record is used on another transaction.
That can be helpful for reminders, account-specific instructions, or information employees should know before proceeding.
Calls, notes, messages, emails, and tasks can all be associated with records through activities.
This gives employees a shared history of what has happened with a customer, vendor, or transaction. If another employee needs to pick up the work later, they can review previous interactions without starting from scratch.
Even when full auditing is not being used for a particular process, Acumatica can still provide useful record history.
Users can see who created a record and when, along with who last modified it and when.
That information can quickly answer questions such as whether a customer was recently created, when a transaction changed, or who last worked on a record.
Transactions rarely exist in isolation.
A sales order may lead to a shipment, invoice, and inventory transaction. Acumatica allows users to move among these related records through hyperlinks and related-document references.
Instead of independently searching for each document, you can follow the transaction trail directly from one record to the next.
If you frequently enter transactions that look almost identical, copying an existing record can save a substantial amount of repetitive entry.
For example, a recurring vendor bill might have the same vendor, similar amounts, and many of the same line items each month. You can copy the previous transaction, create a new one, and update only the fields that changed.
The new transaction remains editable, so dates, periods, amounts, and individual lines can still be adjusted before it moves forward.
When a transaction structure is used regularly, it may make sense to save it as a template.
Templates give users a reusable starting point for future entries, reducing repeated setup while still allowing changes to the new transaction.
This can be especially useful when the structure stays consistent but the details vary from one entry to the next.
When transaction details are already stored in a spreadsheet, retyping them into Acumatica adds unnecessary work.
Acumatica can import Excel data and map spreadsheet fields to corresponding fields in the system. Once mapped, line items can be brought into the transaction rather than entered one at a time.
For transactions with many lines, this can significantly reduce manual entry.
Some actions don’t need to be performed one record at a time.
Processing screens allow users to select multiple records and take action on them together. For example, several approved AP bills can be selected and released in one batch rather than opening and releasing each individually.
When teams are working through larger volumes, mass processing can remove a surprising amount of repetitive clicking.
Collaboration doesn’t always have to happen outside the ERP.
Users can create tasks from within Acumatica, assign them to other employees when permissions allow, add descriptions, and track completion.
Emails can also be created from within the system. Teams can use saved templates for common messages, such as invoice reminders, while keeping the communication associated with the relevant record.
That creates a more complete history and reduces the need to jump among multiple applications.
Approval processes can quickly slow down when the person responsible for approving a transaction is unavailable.
Acumatica allows users to designate another person to receive approvals during a scheduled absence. For example, an AP approver going on vacation can assign a delegate so incoming bills continue moving through the process.
It’s a simple setting that can help prevent approvals from sitting untouched while someone is away.
Acumatica's mobile app gives users access to many of the same workflows while away from their desks.
Approvers can review bills, inspect line details, open attached PDFs, and approve or reject transactions from a mobile device. Depending on configuration, notifications can also alert users when an item is waiting for their review.
For employees who travel, work remotely, or spend much of the day away from a desktop, mobile approval can keep work moving.
Several Acumatica features can help users focus their attention where it matters most.
Processing screens can be scheduled to run automatically, while exception rules can leave selected records for human review.
Saved filters can narrow inquiry screens to the records that matter to a specific user. For example, someone working only with AP bills over $5,000 can build a view around that responsibility, rearrange the columns, save the filter, and even make it their default.
Generic inquiries can also incorporate anomaly detection. Acumatica can compare transaction data against historical patterns and flag unusual activity based on factors such as unit cost, vendor, or other configured criteria. Users can review flagged transactions, document why an item is valid, and remove it from the anomaly list once it has been reviewed.
Used together, these tools can reduce noise while directing attention toward transactions that deserve a closer look.
Getting more value from Acumatica doesn’t always require a major process redesign.
Sometimes the biggest gains come from using the tools that are already available.
Individually, these changes may save only a few clicks or a few minutes. Across dozens of transactions and an entire team, those small improvements can add up to a smoother workday and more time for higher-value work.
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