Update UDF on a Sales Order via Power Automate

I ran your scenario through our AI Assistant, and this is what we got, let me know how it works out:

Yes, you can absolutely use Power Automate with the Acumatica connector to update a User-Defined Field (UDF) on a Sales Order—as long as the UDF is exposed via the Acumatica REST API (OData or Contract-Based API). Since your use case involves updating a tracking number from an Excel spreadsheet into a UDF on the Sales Order, here's a clear breakdown based on Acumatica's official API and integration practices.

✅ Summary Answer:

Yes, if your UDF is part of the Sales Order endpoint and has a visible name in the API schema, Power Automate can update it using the Acumatica Connector or HTTP actions with appropriate authentication.

1. Prerequisites 🔐

• System Role: Integration Developer / Administrator
• UDF must be:
  • Added via Customization Project
  • Marked as "Visible in Web Services"
• A working Connected Application (OAuth 2.0) in Acumatica
• Power Automate license with access to Premium connectors

2. Navigation 🗺️

To check if your UDF is available:

• Customization Projects (SM204505) → Sales Orders DAC → Your UDF → Visible in Web Services

To configure:

• System → Integration → Connected Applications (SM301000)

3. Detailed Steps 🚀

🧩 Step A: Confirm UDF Is Available in API

1. Open your Customization Project.
2. Locate the UDF on the Sales Order DAC (SOOrder).
3. Make sure the "Visible in Web Services" box is checked.
4. Publish the project if not already.

🧩 Step B: Get Sample Payload from Acumatica

Use the Swagger UI:

• Navigate to https://<your-acumatica-url>/entity/<instance-name>/20.200.001/SalesOrder
• Use GET to fetch an existing Sales Order.
• Locate your UDF in the returned JSON.

Example UDF field in JSON:

{

  "userDefinedTracking": {

    "value": "123456789"

  }

}

🧩 Step C: Build the Flow in Power Automate

1. Trigger: Use “When a row is added or modified” from Excel or manual trigger.
2. Action: Use the Acumatica connector (or HTTP → PATCH request if using raw REST).
3. Configure the Update Sales Order action:
   • Provide the Order Type and Order Number
   • Add the UDF field like:
   • {
   •   "userDefinedTracking": {
   •     "value": "@{items('Apply_to_each')?['TrackingNumber']}"
   •   }
   • }
4. Authenticate with OAuth using your Connected App.

4. Expected Results 👀

• Each matching Sales Order is updated with the UDF tracking number from the spreadsheet.
• No need for manual imports or data entry.

5. Helpful Next Steps ➡️

• Add additional logic in Power Automate to check for order existence or update only specific statuses.
• Create a scheduled or instant flow to trigger updates at specific intervals.

6. ERP Pro Tips 💡

💡 Tip for Integration Admins: Use the GET SalesOrder endpoint with filters to test if your UDF is mapped correctly before building the full flow.

7. Alternative Methods 🪄

If Power Automate does not expose the exact UDF via the connector:

• Use HTTP → OAuth 2.0 call directly to Acumatica’s Contract-Based REST API.
• Or use Import Scenarios + Excel connector if you’re not ready for full API automation.

Thank you ​@CherryStreet !  I will try and get this tested as soon as I can and will reply back.

My pleasure, let me know if it needs some tweaking.  AI isn’t perfect, but it saves a boatload of time.  😊