Best Practices to Use Acumatica with STACK

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Connecting STACK and Acumatica allows you to quickly transfer various data between the platforms so you can take full advantage of all the tools and features each platform offers.

You can:

• Export Acumatica Project or Opportunity data to create project in STACK and use STACK's Takeoff and Estimate features.
  (See Create a Project from an External Source.)
• Export item quantities from your STACK Item List Report to create a Sales Order in Acumatica.
  (See Export Item Quantities to Acumatica.)
• Export Estimate Worksheet data from STACK to create an Acumatica Quote.
  (See Export Estimate Worksheet Data to Acumatica)

To make sure the data is seamlessly exported and mapped to the appropriate data points in each platform, it is important to set up certain areas of your STACK account and enter certain data in a very specific way as outlined in the sections below. 

Recommended Workflow
Corresponding Data Points
Custom Libraries
Items
Takeoffs

Recommended Workflow

The STACK to Acumatica integration is primarily designed to integrate with Acumatica CRM module.

The recommended workflow is to create an Opportunity in Acumatica, import it to STACK, create your takeoff and/or estimate in STACK, then send the estimate back to Acumatica as a Project Quote or Sales Quote.

To generate the most useful estimates, you should import your items from Acumatica into STACK. You can import both stock and non-stock items into STACK and use them to build powerful assemblies to accurately calculate material and labor quantities. Once added to your takeoff, these items and assemblies will flow through your estimate and into Acumatica.

Corresponding Data Points

To start, you need to know which STACK and Acumatica data points map to each other since you will need to enter the exact same data in both platforms for some of them.

Custom Libraries

Create Custom Libraries in STACK to organize the items you import from Acumatica. 

When you create a library, make sure to customize your list of Purchase Units so they exactly match your Acumatica UOMs.

Click for instructions.

TIP: If you add, edit, or remove UOMs in Acumatica, remember to update the Purchase Units list in your STACK libraries.

Items

In order to export items from STACK to Acumatica, certain item information in STACK must exactly match certain item information in Acumatica - STACK Item Number/Purchase Unit/Accounting Code = Acumatica Inventory ID/UOM/Cost Code. 

NOTE: Item Numbers and Cost Codes are not always required (it depends on your Acumatica configuration). However, if they are present in STACK they must be valid in Acumatica.

Bulk Import Acumatica Items to STACK

If you have a lot of existing items in Acumatica, you can use STACK's Item Import Template to bulk import your Acumatica items to your Custom Libraries in STACK.

When filling out the Item Import Template, make sure your Acumatica item information is entered in the appropriate column.

Click for more info and instructions. 

Create Individual Items in STACK

If you just have a few items, you can create them manually in STACK.

When creating an item in STACK, remember that:

• You have to enter an Item Number, and it must match the Inventory ID code for the item in Acumatica.
• The item Purchase Unit you select has to be the same as the item unit of measure (UOM) in Acumatica.
• You must enter an Accounting Code (max 30 characters) that matches the Cost Code in Acumatica if Cost Codes are required.

Click for instructions.

Cost Types

The Cost Type(s) you assign an item in STACK equates to the Accounting Group(s) in Acumatica. However, you do NOT need to create custom Cost Types in STACK to match your Acumatica Accounting Groups. When you Configure Acumatica in STACK you choose which Expense Account Group and which Revenue Account Group each Cost Type will be mapped to when data is transferred to Acumatica. 

TIP: If you add a Cost Type in your STACK account or change Accounting Groups in Acumatica, make sure to go through the process to Configure Acumatica in STACK again to update your selections.

Takeoffs

In order to export your STACK Estimate Worksheet data to Acumatica, we must map your Takeoffs to an Acumatica Task. To do this, we map Takeoff Tags you create to an Acumatica Task.

So, as you work through the takeoff process in STACK, make sure all your Takeoffs (existing and new takeoffs you create) have a Takeoff Tag that matches how you want the Task represented in Acumatica. 

Click for more info and instructions. 

TIP: Save the takeoffs you create (with Tags) to the Takeoff Library for reuse.

Related Articles

Connect Your Acumatica and STACK Account
Create a Project from an External Source
Export Item Quantities to Acumatica
Custom Libraries
Bulk Import Custom Items to STACK
Create, Edit, or Delete Custom Items
Takeoff Tags
Takeoff Library