Acumatica Tenant Switch

Overview

This article provides guidance to customers who are needing to do a tenant switch as part of their Acumatica-CIMcloud integration project. Please refer to your original scope or project estimate to confirm if a tenant switch (typically from a test environment to a live environment) is included. The base Acumatica-CIMcloud integration Connect Fees assumes you will connect directly to the live tenant from the start. Tenant switches or updates from test to live environments, if required, will incur a moderate additional one-time labor fee.

The typical tenant switch scenario is going from a test tenant to a live tenant before a website is launched, but other scenarios would follow the same process. The main work on the tenant switch is ensuring that test data is removed and the data in CIMcloud corresponds to the data in the new tenant. If going to the live tenant it should be noted that at this point any data syncing into Acumatica (Orders, Payments, …) is going into your live system and should be done with test accounts/customers. We recommend at least two weeks notice before switching to the live tenant to give time to complete the switch and verify the sync and data.

Switching the CIMcloud ERP sync from a test ERP tenant to a live ERP tenant involves a straightforward process that requires several steps.

1. A roughly 30-minute process to redirect the sync.
2. This is followed by installing/validating the custom CIMcloud Generic Inquiries (GIs), typically handled by exporting current configurations and importing them into the new tenant and validating them, taking approximately another 30 minutes.
3. The primary effort lies in refreshing data, ensuring no residual test data remains on live accounts, clearing previous tracking information, and conducting full synchronization processes. This multi-step procedure includes syncing data in the correct sequence (accounts, sales orders, invoices, and invoice details). Total labor typically requires around five hours over one to two days, including a data review to confirm accuracy and consistency.

This tenant switch poses minimal risk, given the straightforward and controlled approach. While one tenant switch may sometimes be included in your base scope (check your estimate to verify), additional switches will be charged separately. To streamline your project, consider connecting directly to the live tenant from the outset.

Initiating a Tenant Switch

When you think you are ready to do a tenant switch, we ask that you put in an Extranet ticket requesting the tenant switch with the following information: (information on creating tickets can be found here – Using Extranet – CIMcloud Customer Support Portal )

1. The reason for the tenant switch
2. The new tenant name and location (same instance or a different server). Please include the URL to reach the new instance
3. Make sure the cimcloud user is set up in the new tenant with the same permissions and note if the password is the same (we can handle any password resets if necessary)
4. If importing Sales Orders into Acumatica verify the order type used by CIMcloud is set up and is set up the same.
5. Let us know when we can start the switch and if there are any dates we should watch out for (training sessions, trade shows, etc…). We will verify with you when we will start.
6. If using a payment gateway or tax integration (like Avalara) verify that the credentials are the same or let us know that changes to the integration will need to be part of the switch
7. Add anything else you think might be relevant

Process Overview

Before the actual switch CIMcloud will validate access and verify/install GIs on the new tenant to match the previous tenant.

On the agreed upon date CIMcloud will turn off the sync between CIMcloud and Acumatica. At this point the website is still available, but no data will be syncing and things like pricing may be off while data is cleared and refreshed. Any orders/payments placed at this point will sync to the new tenant once the sync is restored, so ensure that any test orders are on accounts/customers you are willing to have test records on in Acumatica.

Data like products where website specific data has been set up will not be deleted and just refreshed to maintain any website specific set-up. Any test only records should be removed during the process.

CIMcloud will move the sync to the new tenant and clear/refresh the data in stages. This may take several days.

Once the data refresh is complete you will be notified and asked to place test orders/payments so the import process can be verified.