Go-live checklist

iVendNext Acumatica connector · version 2.0.0.108 · checked 2026-11-03

Use this checklist before the first sale goes to Acumatica. Work down the sections in order. Sections 1 and 2 come before any password is typed. The connector refuses a great deal on its own and names what it refuses. These items are the things only a person can settle. For the steps themselves, see Connect your Acumatica.

1. Decide with the customer

Question	Who answers	Why it matters
How many iVendNext tenants, and how many Acumatica companies?	IT and finance	One iVendNext tenant connects to one Acumatica company. The links between records cannot be changed afterward.
Which warehouses are stores, and which are central?	The business owner	A store is a warehouse you tick Is Retail Store. Every other mapped warehouse is central.
Does every till tax template have its row in Tax Zone Mapping, with no ⚠?	Finance and the Acumatica administrator	A sale whose template has no row waits. Ask for each company, and check one sale on both screens.
Is every Acumatica tax Exclusive?	The Acumatica administrator	Where shelf prices include tax, Acumatica's tax must add itself on top of the net price. Read each tax's Calculate On.
Which rounding method?	Finance and the consultant	It matters for a desk, web or delivered invoice. Set iVendNext's System Settings, Rounding Method, to the method Acumatica uses, and check one tie on both screens.
Does the till round its totals, and who clears the small balances?	Finance	The tender posts as kept, and the connector never writes a difference off. Name who clears these in Acumatica, and how often.
Do the POS customer's terms carry an automatic discount or freight?	The Acumatica administrator	They must carry neither. Either one changes Acumatica's amount, and an inclusive sale is refused.
Is every Charge item a non-stock item with Require Shipment cleared?	The Acumatica administrator	Acumatica refuses one that requires shipment on a customer order.
Does head office ship customer orders from Acumatica?	The business owner	Standard sends the money only. Advanced sends the Acumatica sales order. An order keeps the choice it started under, so decide before the first order.
From when should existing data load?	The business owner	You set this in Cut Over At. If you leave it blank, nothing already in Acumatica flows in, and the choice is fixed after the first run.
Does the business accept how fast prices arrive?	The business owner	Prices arrive overnight by default. A promotion stays charged up to a day past its end. A withdrawn price can stay live longer. See Prices. Get this signed off.
Are iVendNext's own financial reports restricted?	The consultant	Acumatica owns accounting. Restrict Trial Balance, General Ledger, Profit and Loss and Balance Sheet to System Manager and Accounts Manager before the first money test.
Does the customer report on voided sales?	Store operations	Switch on Save Voided Transaction, on Retail Setting, before day one.
Does the customer sell in a foreign currency, or run several base currencies?	Finance	Exchange rates do not cross. Several base currencies are not proven, so try one of each first.
Which service items sell in a unit other than their base unit?	The Acumatica administrator and the business owner	A price kept only per another unit does not arrive. Add a price per the sales unit in Acumatica.
Who approves a store's purchase order in Acumatica?	The Acumatica administrator	A store's order arrives Pending Approval where there is an approval map, and a receipt against it waits.
Is Manufacturing licensed for each company?	The Acumatica administrator	A stock kit's recipe arrives as a bill of materials only where Manufacturing is licensed.
Who owns the finance accounts?	Finance	Finance names each counted tender's accounts, each paid-in and paid-out account, the gift card liability account, and the income account for expired cards. A closing waits whole until they exist.

2. Acumatica has what it needs

The Acumatica administrator checks these. Check Acumatica first says where to look.

What	Done when
The current financial period is open, and next year's opens before January 1.	A period reads Open. A Closed period does not stop a user allowed to post to closed periods. If back-dated documents must be refused, sign in as a user without that right.
The endpoint is published at 24.200.001 or later.	The Setting accepts the version.
The POS customer and every walk-in customer sit in a class with Credit Verification set to Disabled.	Their class reads Disabled.
The customer class has the right default country.	You read it on Customer Classes.
Every till item code fits the Inventory ID length, and the CustomerID mask has 10 characters.	Codes compared. Shorten a till code first if it is too long. Renaming also moves an online shop's SKUs.
Every item the till sells has stock in the warehouse the sale issues from, or negative available-for-issue is allowed.	Checked. Matching stock on both sides is the customer's job.
Lot- and serial-tracked items are known.	Listed. Where iVendNext tracks them too, the application user needs Item Manager.
Every customer of a desk, web or delivered invoice has a tax zone.	Checked. On those invoices, a customer with no zone is invoiced untaxed.
You know how many API users the license allows.	You read License Monitoring Console (SM604000) and wrote it down. Every open Acumatica session takes a seat.
A dedicated integration user exists, with credentials issued for this customer.	Tested. Never reuse another customer's credentials, and never send them by email.
The address uses https.	The Setting accepts it with the plain HTTP box clear.
On a desk order's delivery invoice, Allocate Advances Automatically or Get Advances Received is ticked.	Checked on the order type. Otherwise the invoice stays unreleased for a person.

3. The iVendNext site has what it needs

What	Done when
A second long background worker, or prices kept nightly with released price worksheets (from Acumatica) switched off.	The site runs the second worker, or Flows shows that flow off.
Integration Core, then the connector, at the tested releases.	The Integrations Hub shows the Acumatica card.
The site's time zone is set before Register Connection.	Registered after the zone is final.
The company exists before the stores open.	The company exists.
The store is set up in order.	A cashier opens a day and takes cash.
Selling Settings, default customer group, is set.	It is not blank.
The stores know that a customer made at the till needs a customer group.	A till customer crosses. A cashier sets the group under Edit customer, More details.
The default for Returnable and Return Days is set before the first poll.	A returned item is accepted at the till.
The masters lock is decided.	Written down. It should be on at go-live.
Every store is ticked Is Retail Store, and its Selling Price List names the connector's list.	The row Stores read the Acumatica price list reads Ready.
Start Stock is ticked the evening each warehouse goes live. Tick every store, and every warehouse Acumatica moves stock to or from a store. Ring no sale there before the morning.	The next morning, its stock equals Acumatica's on-hand (Inventory Summary, IN401000).
Every till unit has a UOM Mapping row, spelled as Acumatica spells it.	The first sale does not wait on a unit.
The store's warehouse has a default item tax, and Tax Category is blank on the POS Profile.	The till's tax on one item of each rate equals what Acumatica shows.
Each Charge item's tax category matches how the shop taxes that charge.	A desk sale with that charge: both screens' line total, tax total and balance match.
Nobody edits a template the connector made for a matrix, or Do not update variants on save is on, on Item Variant Settings.	The merchandiser knows. Saving a template pushes its fields onto every variant.

4. Switch on, in this order

What	Done when
Fill the Setting, then press Test Connection and Register Connection.	"Signed in to Acumatica and read stock items through endpoint"
Give the application user its roles by hand, including Manufacturing User where Manufacturing is licensed.	Each readiness row reads Ready, or you wrote down why it stays Still needed.
Customers: the role, Customer Class Mapping, each store's walk-in account, a Customer Key Prefix unique to this site. Link every customer that already exists in both systems before the first customer poll.	Configuration owed names none of these.
Tender Mapping: one row for each mode, each pair checked in Acumatica before you save.	Each pair read in Acumatica.
Where warehouses are counted, the company has a Temporary (opening) account and an inventory account.	The clause on the Temporary account is gone.
The Disassembly Reason Code, where stores break up kits.	Set.
Gift certificate and store credit map to the method and cash account for that liability. Gift Card Account Mapping names the liability account.	Mapped.
Decide each flow that should be off or slower.	Flows is written down.
Switch on, and ring, submit or count nothing until Where outbound sales start reads Ready. Anything submitted before that first run is never sent.	The row reads Ready, and a record has crossed.

Anything rung while the connection is switched off is sent when it comes back on. Never key it into Acumatica by hand, or it goes in twice.

5. Tell the customer before the first day

A till sale's tax is the till's. A desk, web or delivered invoice's tax is Acumatica's, where a cent can differ and stay open.
Acumatica's price is net, and an inclusive till sells it as gross.
A document Acumatica has cannot be canceled in iVendNext. The message says what to make instead.
A till day's POS Closing Entry can be canceled and run again on its Desk form. That day's invoices stay in Acumatica and are corrected there by hand.
A tender discount, an advance consumed, an unpaid balance on a ticket and loyalty points redeemed on the desk form wait on the Hub with a sentence.
Acumatica overwrites a cash payment's Payment Ref. Match by External Ref.
A non-stock kit never crosses as a till sale.
A store's purchase order arrives Pending Approval. A head-office rejection reaches the store as a decision.
Stop keying transfers and counts by hand in Acumatica. Take a count after the shift closes.
A correction made in Acumatica for a store document iVendNext refused to send needs iVendNext Stock Entry <name> in its Description. Otherwise it comes back to the store.
Under Advanced, head office ships from the order itself in Acumatica, never from a copy.

6. The first day

What	Done when
Ring one sale. Read it on Invoices (SO303000) and Payments and Applications (AR302000).	Customer, branch, lines, Detail Total, Tax Total, Amount and Balance match.
Close every till day you opened.	An unclosed day blocks that user for every later day.
Read Connection Health on the Hub once a day. See Your daily check.	It is a habit.
Name the person who receives an alert.	A person is named.

7. Before you upgrade a live connection

Take a backup, and upgrade outside trading hours with every till day closed.
Upgrade Integration Core first, to the release tested with the new connector. Otherwise the connection switches itself off.
A new flow in a release goes live at the upgrade, with no act from you. Read the release's note first.
After the upgrade, check that every Acumatica connection on the Hub is switched on.