Hi everyone,
I’d like to share a practical integration pattern we recently implemented using Acumatica’s native tools, without hardcoding or external middleware.
Instead of building custom APIs inside Acumatica, this approach combines:
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Automated data preparation on the source side
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Import by Scenario (SM206036)
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File Synchronization (SM202530)
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Automation Schedules (SM205020)
It has proven to be simple, stable, and very easy to maintain.
High-level architecture
The overall flow looks like this:
External System (API)
→ Python script prepares and normalizes data
→ Excel file is generated
→ Windows Task Scheduler runs the script daily
→ File is saved into a shared folder
→ Acumatica File Synchronization picks it up
→ Automation Schedule executes Import Scenario
→ Business documents are created in Acumatica
→ (Optional) Business Event sends a notification
We used this pattern to integrate Loyverse POS with Acumatica for a client, bringing daily sales data into ERP automatically.
1. Extracting and preparing external data
A Python script connects to the Loyverse POS API and retrieves daily transactions.
The script handles all data preparation before Acumatica ever sees the file.
Typical logic includes:
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Calling the API using secure tokens
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Extracting sales, items, prices, taxes, revenue breakdown
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SKU mapping and warehouse logic
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Date and format normalization
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Sorting data to ensure predictable Import Scenario behavior
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Exporting to Excel (xlsx format works best)
The goal is to make the file 100% compatible with the Import Scenario, so Acumatica only focuses on importing – not fixing data.
2. Automating data preparation
The Python script is scheduled to run automatically, usually once per day.
Common tools:
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Windows Task Scheduler
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Cron (Linux)
Each run:
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Fetches new data
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Generates the import file
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Creates backups for audit
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Saves the file into a monitored folder
This ensures Acumatica always receives fresh, ready-to-import data.
3. Using File Synchronization in Acumatica
Acumatica’s File Maintenance and File Synchronization screens are used to:
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Monitor a shared folder
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Detect new or updated files
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Import them into Acumatica’s file repository
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Keep version history for traceability
No manual upload is required, and file handling stays fully inside Acumatica.
4. Running Import Scenarios automatically
Two Automation Schedules are typically configured:
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Run File Synchronization
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Execute the Import Scenario
These schedules can run sequentially, so data flows into Acumatica without user intervention.
The Import Scenario then creates business documents such as:
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Sales transactions
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Revenue records
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Kit Assembly documents
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Or other custom entities, depending on the use case
5. Optional: Business Events for notifications
To improve visibility, a Business Event can send:
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Execution status
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Record counts
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Error details
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Completion time
This is especially useful for finance teams or system owners who want daily confirmation.
Real project example
In a recent F&B project:
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Sales data was extracted daily from Loyverse POS
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Python transformed raw transactions into Acumatica-ready structure
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Files were generated automatically every night
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Acumatica imported them via File Synchronization + Import Scenario
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A Business Event emailed a daily summary to the owner
The result was a fully automated, zero-manual integration with high reliability.
Why this approach works well
From implementation experience, this method is:
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Low-code and easy to maintain
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Scalable to many external systems
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Transparent and auditable
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Fully based on Acumatica native tools
It’s often a better choice than custom-coded integrations, especially for POS, eCommerce, or operational systems.
We documented the full architecture and step-by-step setup (with diagrams and screenshots) here:
👉 https://s4.com.vn/en/a-practical-method-for-integrating-external-systems-with-acumatica-using-import-by-scenarios/
Would love to hear from others:
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Are you using Import Scenarios for integrations today?
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Have you combined them with Automation Schedules or File Sync?
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What external systems are you integrating with Acumatica?
Looking forward to learning from the community.
