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Acumatica Bill Approval Process: A Tailored Solution

This video details how we tackled a unique challenge in Acumatica, creating a custom solution that streamlines the bill approval process while ensuring data security

Challenges

Restricting approvers to only see bills assigned to them within Acumatica presented a challenge due to the platform’s built-in limitations. While Acumatica allows for access restrictions based on vendor or company, it lacks the granularity to control access at the individual bill level.
 
This limitation posed a problem for a contract services company that required a more stringent bill approval process. They needed a solution that would prevent approvers from viewing bills not assigned to them while still allowing the finance team complete visibility. Standard Acumatica features, such as restriction groups by vendor or company, proved inadequate for this specific requirement.
 

Solution and Benefits

To address this challenge, we leveraged Acumatica’s customization capabilities and developed a tailored solution:
 
  • Custom Generic Inquiry (GI): We created a custom GI that provides approvers with a filtered view of bills, displaying only those assigned to them upon login. This eliminates clutter and prevents accidental viewing of unauthorized bills.
  • Limited Access User Role: A new user role was implemented with restricted access rights, allowing approvers to view and approve only their assigned bills within the custom GI while preventing them from creating new bills or accessing other records in the system.

Benefits of This Solution

  • Enhanced Security: Ensures that sensitive financial data is only accessible to authorized personnel.
  • Improved Efficiency: Approvers can focus solely on their assigned bills, streamlining the approval workflow.
  • Maintained Visibility: The finance team retains complete visibility over all bills, ensuring seamless financial management.
  • Customer Satisfaction: This solution reflects our commitment to understanding client needs and providing tailored solutions that optimize Acumatica for specific business processes.

This case highlights the power of creative problem-solving, utilizing existing Acumatica features in innovative ways to meet unique client demands. It also emphasizes the importance of teamwork and collaboration, as we worked closely with the client to develop and implement this successful solution.