Acumatica upgrades are an important process for keeping your ERP up to date with the latest functionality and in compliance with version controls set by the publisher, although there is a lot to consider before proceeding with an update. The expert consultants at SWK Technologies hosted this webinar demonstrating best practices and additional guidance for upgrading your system to the latest version, including key steps, release timelines, division of responsibilities between your business and your VAR (value-added reseller) and more.
Continue reading below for a full breakdown of the webinar, along with additional educational tips from the Acumatica Community:
Understanding Acumatica Upgrade Types
Before you decide to upgrade your Acumatica ERP, it is important to understand the version types.
The publisher typically launches new versions on a predictable schedule* with two major releases each year:
- R1 releases typically arrive in February and often include more substantial “bells and whistle” features, as they coincide with the Acumatica Summit showcase.
- R2 releases usually launch in October and still contain significant functionality changes.
*Although major upgrades are generally released on a regular annual cadence, exact rollout dates can still vary every year – contact your Acumatica partner if you wish to know if an update has been scheduled for a specific date yet, or reach out to the experts at SWK Technologies at info@swktech.com.
There is an additional distinction between these major versions and other minor updates rolled out throughout the year:
- Major versions (an R1 or R2 release) provide functional enhancements and new features biannually
- Minor versions (updates) include fixes for reported issues and occasional functionality improvements
Both types are distributed through builds – installation packages that are cumulative, meaning each new build includes everything from previous builds plus any new fixes. This eliminates the need to install previous builds before installing the latest one.
Major upgrades will also contain feature significant improvements to functionality – for example, Acumatica 2024 R1 introduced over 350 enhancements across the core financial, CRM, manufacturing, inventory management and eCommerce modules. Similarly, 2024 R2 delivered additional updates to accounting workflows, including prepayment invoices and improved bank transaction matching. Each release also brings platform-level improvements to the xRP foundation, providing developers with new too sets like enhanced OData capabilities and anomaly detection in generic inquiries.
Why Upgrade Acumatica?
There are a number of reasons to migrate to a newer version of Acumatica Cloud ERP, from capturing new functionality to compliance. Here are the biggest benefits to consider:
- Avoiding version retirement: Acumatica versions remain active for approximately 18 – 20 months before retirement. Both Acumatica and SWK Technologies will notify you well in advance when your version is approaching retirement.
- Access to new functionality and features: Each new release brings enhancements that can improve your business operations.
- Improved integrations with third-party applications: Newer versions often enhance connectivity with popular business tools and platforms.
- Platform enhancements for developers and power users: Major updates include improvements to the xRP platform that make customization and reporting more powerful and accessible.
Implications of Running a Retired Version
If you are running a retired version of Acumatica, you will not lose access to your data or system functionality. However, there are several important limitations:
- Limited support options: If you encounter an issue that requires Acumatica’s involvement, you will need to purchase a “retired version support plan.”
- No major releases or fixes: Acumatica will not provide hotfixes or build updates for retired versions.
- Financial penalty: The most significant consequence is a 25% penalty fee added to your annual renewal if you are on a retired version.
If your VAR partner needs to escalate an issue to Acumatica for resolution, they will first require you to enroll in a retired version support plan before proceeding with the case.
When to Plan Your Upgrade
When planning your Acumatica upgrade, carefully consider how timing could affect your operations and overall business, including these factors:
- Business seasonality: Avoid upgrading during your busiest periods. For example, retailers should avoid the holiday season.
- Operational schedules: Plan around physical inventory counts or scheduled shutdowns.
- Staff availability: Ensure key team members are not on PTO during the testing and implementation phases.
- Renewal dates: Be mindful of your renewal date to avoid the 25% penalty fee for retired versions.
It is advisable to schedule your upgrade when your team has maximum availability to focus on the process. Many of SWK’s customers intentionally plan upgrades for January when holiday distractions have passed and staff can dedicate their full attention to testing and implementation. A typical upgrade project requires a minimum of 30 – 60 days for thorough testing, so factor this timeline into your planning.
Pre-Upgrade Preparation
Before beginning the Acumatica upgrade process, take these essential preparatory steps:
- Back up all configuration files and databases
- Remove any custom views with the SCHEMABINDING clause
- Turn off database replication if applicable
- Update client applications using screen-based SOAP API
- Reschedule any processes set to run during the update window
- Run database optimization to check for and delete orphaned snapshots
These precautions help ensure a smooth upgrade process and provide fallback options if issues arise.
Getting Started with an Upgrade
Follow these steps to get started with your upgrade:
- Contact your Acumatica Partner: If you are an SWK customer, reach out to your CAM (Customer Account Manager) and tell them which version to upgrade to, and the timeframe you are seeking.
- Get a Statement of Work (SOW): SWK will create an SOW outlining hours, costs, and assigning a Project Manager (PM) and consultant.
- Project kickoff: Once the SOW for your Acumatica upgrade is signed, SWK Technologies will typically staff the project within two weeks.
- Version selection considerations: For stability reasons, it is advisable to wait 1-2 months after a new version release before upgrading to it.
Shared Responsibilities During Upgrade
A successful upgrade is a partnership between your business and your Acumatica partner, where each contributes for their own share of responsibilities to be able to collaborate effectively on the final product. This includes different levels of testing, validation, customization and more – here is a more detailed breakdown of the division of work:
VAR Responsibilities
- Coordinate the kickoff call after SOW signing
- Plan sandbox creation timing based on customization uplifts and ISV certifications
- Handle customizations by copying existing ones to the sandbox and publishing uplifted ones
- Obtain and publish updated ISV versions
- Perform pre-testing to validate sandbox functionality
- Coordinate progress check-ins throughout the project
- Create and manage the RAID log (Risks, Actions, Issues, Decisions)
- Coordinate the live instance upgrade
Customer Responsibilities
- Perform thorough testing similar to the UAT phase of implementation
- Test all processes including daily, weekly, monthly, and yearly workflows
- Conduct “day in the life” testing to ensure users are comfortable with any changes
- Document issues in the RAID log for resolution before production upgrade
- Decide on timing for the live instance upgrade
- Schedule system lockout if needed (during lockout, only users with Administrator role can sign in, and scheduled processes are stopped)
Minor Updates Options
Minor upgrades are a little more flexible for what and how you want to apply new updates to your current version, including these options:
- Full upgrade (database and site together): This is the recommended approach as it includes automatic validation of customization compatibility and seamless upgrade of both components.
- Separate upgrade options:
Note that separate upgrades bypass customization validation checks, which could lead to issues if you have published customization projects.
Upgrade Process for Live Instance
When you are ready to upgrade your production environment:
- Version alignment: SWK recommends upgrading to the same version and build as your tested sandbox.
- Upgrade window: For SaaS customers, the standard upgrade window is from 11:00 PM EST Sunday through 11:00 PM EST Friday. Upgrades outside this window may incur an additional fee from Acumatica.
- Authentication requirements: You will need to provide appropriate authentication credentials for database updates.
- Database maintenance: You will have the option to shrink data after database maintenance.
Post-Upgrade Tasks
After upgrading your live instance, several important tasks remain:
- Immediate support: Your PM and consultant remain available during the initial days post-upgrade to address any issues
- RAID log resolution: Issues documented in the RAID log are addressed with priority
- Search index rebuilding: Rebuild search indexes using the Rebuild Full-Text Entity Index form
- System unlock: If you implemented a lockout, unlock the system when ready
- Project closure: Once the system stabilizes, your PM will close out the upgrade project
- Return to normal support: For any future issues, you will return to standard support channels via portal tickets or email
ISV Considerations
If your Acumatica implementation includes ISV (Independent Software Vendor) solutions, keep these considerations in mind:
- Certification timeline: Most ISVs are certified within 90 days of a new Acumatica release.
- Varying certification speeds: Some ISVs coordinate with Acumatica for immediate certification, while others may take the full 90 days.
- Build updates vs. version upgrades: Build updates are generally less disruptive than full version upgrades.
- Native functionality replacing customizations: Review release notes (searchable by module/area) to identify when native Acumatica functionality may replace your customizations.
Partner with SWK for Your Next Acumatica Upgrade
As a 4-time Acumatica Partner of the Year, SWK Technologies brings unparalleled expertise to guide you through the upgrade process and ensure a smooth migration. Our team of dedicated Acumatica consultants and specialists will help you navigate each step, from initial planning and sandbox testing to successful implementation and post-upgrade support, helping you overcome any potential challenges and protecting your investment in your ERP.
Contact SWK today to schedule a consultation about your upcoming Acumatica upgrade and evaluate which version best suits your business needs.