Invoice Copy Requests for Acumatica
A customer’s AP email asks for copies. Lunica reads the request, finds the invoices, statement or signed tickets behind the Acumatica account, drafts the reply with them attached, and a person sends it.
Customer serviceUpdated Oct 202620 ERPs
See it work on Acumatica.
Click through the steps. Fictional data, in Acumatica’s terms; the real thing runs on Acumatica.
Hi, can you send a copy of AR204317, the September statement, and the signed ticket for the Lot 14 Birchwood delivery on 9/24? We need them before we can release payment.
An email to ar@ is read for what’s being asked. The sender is matched to the account by domain.
The problem, as it happens in Acumatica.
Every AP department sends the same email: a copy of AR204317, the September statement, and the signed ticket for the Maple St delivery, or they can’t pay. Answering it means finding the account in Acumatica, opening the files attached to the record for the invoice, reprinting the statement, and hunting the ticket by delivery date.
The request sits until someone has the time, and the invoice doesn’t get paid until it’s answered. Next month the same customer asks again, nobody remembers what was sent, and the days beyond terms on that account are really days waiting on a copy.
How it works.
- 1
The request is read
Mail to ar@ or the AR clerk’s inbox is read for what’s being asked: which invoices, which statement period, which delivery. The sender is matched to the customer record by email domain and account name.
- 2
The documents are found
Each invoice is pulled from the files attached to the record, the statement is built from Acumatica’s open items for the period, and the signed ticket is found by order number and delivery date. Anything missing is flagged, not guessed.
- 3
The reply is drafted
A short reply listing what’s attached and the balance on the account, addressed to the person who asked. The attachments are the documents found, nothing else.
- 4
A person sends, and it’s logged
The AR clerk opens the draft, checks the attachments and sends. The request, what went and when are logged on the account, so the next one is answered with a glance.
How it connects to Acumatica.
Lunica reads the customer record, open items and invoice history through Acumatica’s OData and REST endpoints, under a role that can only read, and the invoice copies and signed tickets from the files attached to the record and the scan share. The model reads the request email and the documents it attaches, nothing more.
Nothing is written to Acumatica by Lunica and nothing is sent on its own. The reply is a draft with attachments until a person sends it. The log of what was sent lives on the account in Lunica; if you want a note on the customer record, it is keyed by your team.
What a week looks like.
- Copy requests answered the same morning, with the right documents.
- The sender matched to the account, so the balance in the reply is the balance on it.
- Every request logged on the account with what went and when.
- Fewer invoices waiting on a copy before they’re paid.
Questions
Does it send the reply itself?
No. The reply is a draft with the documents attached until a person reads it and sends.
Where do the invoice copies come from?
From the files attached to the record, the same copies Acumatica already produces. Statements are built from open items for the period the customer asked about.
What if the signed ticket can’t be found?
The reply says so and the request is flagged. Nothing is attached that wasn’t found, and a model never fills in a document.
Does it write to Acumatica?
No. It reads the account and the documents. The request log is kept in Lunica; a note on the customer record is keyed by your team if you want one there.
Can it answer from a shared mailbox?
Yes. It reads ar@ or whichever mailbox you point it at, and leaves the draft in the same thread so the reply comes from your address.
What does the model see?
The request email, the account it matched, and the documents it attaches. Not the rest of your mailbox and not the rest of the book.
Does it need a server?
Lunica runs on one server inside your network, whether Acumatica is in the cloud or on your own server, set up and maintained by Lunica. It reads Acumatica through Acumatica’s OData and REST endpoints, under a role that can only read. There is no inbound connection from outside your network.
What does Lunica read in Acumatica?
The customer record, open items and terms, purchase orders and receipts, the stock item, quotes and order history, as each workflow needs them. Read-only, and only the rows a task is about.
Can it post to Acumatica?
Nothing lands in Acumatica without a person. What belongs in Acumatica goes back as an Acumatica API call or import scenario where one exists, or keyed by your team from what Lunica prepared.
What about our documents?
Invoice copies and scans keep living in the files attached to the record. Lunica reads them when a workflow needs one and never writes to them.
The same workflow, on another ERP.
Invoice Copy Requests is written for every system on the list. You’re reading the Acumatica version.
See it on your Acumatica data.
Thirty minutes. We walk the workflow on Acumatica data, then map it to yours.