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We have a customization project from a third party that has a license which needs to be renewed this time of the year every year. How to setup a reminder to ourselves about this renewal date approaching. I know the exact date at which this license expires each year and it is available in the acumatica system as well . However we do not have anything setup in the acumatica system that could inform us about the license expiry. This year we found the license has expired only after the system threw an error while processing a transaction .I would like to achieve three things here ,

 

  1. Acumatica system to let us know about the license expiry/renewal a month in advance
  2. Email to be sent to the third party inquiring whether the invoice is paid (whether they received money from us for renewal)
  3. Get confirmation from third party about the invoice and get a copy of the necessary API key to renew.
  4. Get confirmation from the third party that the new API is used and that the license is successfully renewed by them.

    How to automate these three processes in acumatica ? 

For 1 & 2 you can create a Business Event and schedule it to Run as you wish directly to desired email addresses and tie it to a Notification Template to configure the email Subject and Body but I am not sure how to make it work on receiving responses from the ISV provider 

Perhaps your ISV would allow you to set up recurring billing on auto-pay.

It depends on how much information you can get through your provider's API.

If the process is manual - then you can automate license expiry notification and email sending, but the confirmation part you will have to do yourself.

Suppose the provider has an API to confirm order status/receive new keys/etc. - you can do all that via an integration customization. It will consist of 1 screen with setup and actions that will allow to execute confirmation, email sending, etc. Then you can automate this screen via Business Events/Automation Schedules to do it on schedule.  

This scheme might become more/less complicated based on your needs, but that's how I see the solution for it now in theory.

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