Tayana Solutions

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Streamline Your Acumatica Implementations: Eliminate Manual Discrepancy Checks

This video highlights the common challenges faced by Acumatica consultants and showcases a real-life example of how Tayana Solutions effectively uses the platform’s tools to address specific client needs. 

(a) Challenges

  • Clients often want to ensure accuracy and avoid discrepancies between purchase orders (POs) and the corresponding bills. 
  • Manual checks for discrepancies are time-consuming and prone to errors, leading to rework, frustrated clients, and wasted time for consultants. 
  • Manual checks prevent consultants from focusing on higher-level tasks and providing more value to clients. 

(b) Solution: Harnessing the Power of Generic Inquiries (GIs)

Tayana Solutions tackles these challenges by leveraging Acumatica’s Generic Inquiry (GI) tool—a powerful, customizable search feature that helps extract and present data effectively.
 
  • With a tailored approach, bespoke GIs are designed to meet the specific needs of each client, ensuring meaningful insights and efficient data management.
  • In the case study discussed, the GI was designed to include essential fields like order numbers, vendor details, inventory IDs, unbilled quantities, and amounts. 
  • Crucially, the GI was structured to provide actionable insights, not just raw data.  
  • The finance team could quickly identify orders nearing payment deadlines, facilitating timely approvals and preventing late payment penalties. 
  • The procurement team could readily see which partially received orders required follow-up with vendors. 

(b) Solution & Benefits

Tayana Solutions has developed a custom generic inquiry (GI) within Acumatica that automatically flags discrepancies between POs and bills. 

  • Visual Discrepancy Highlighting: The GI uses colour-coding to instantly highlight discrepancies:  
  1. Quantities that don’t match the PO are highlighted in red. 
  2. Unit costs that differ from the PO are highlighted in yellow. 
  • Smart Logic: The colour-coding logic is based on both absolute value and percentage variances, ensuring that even small discrepancies are caught. 
  • Benefits:  
  1. Increased Efficiency: Automating discrepancy checks frees up consultant time for strategic tasks and process improvement. 
  2. Improved Client Relationships: Consultants can focus on building relationships and providing more value to clients. 
  3. Enhanced Accuracy: The GI helps avoid errors and ensures that discrepancies are caught early on. 
  4. Informed Client Conversations: The GI provides clarity and enables informed conversations with clients about discrepancies. 

Tayana Solutions is a team of Acumatica experts with extensive experience in developing elegant solutions for complex problems. If you’re an Acumatica consultant looking to streamline processes and optimise implementations, reach out to Tayana Solutions at 678-910-2774. Consider how you can leverage generic inquiries to unlock new levels of efficiency and insight for your clients.