Financial Statements are a pretty important thing in an ERP system. And you want them to be right.
So it’s understandable when you hear of Acumatica users wanting to know when their Financial Statement definitions have changed. Maybe there are multiple people with access to change them, but they all want to be notified anytime a change is made.
Now, I’ll admit, my suggestion below is not the prettiest, but here is an idea for tracking if Report Definitions, Row Sets, Column Sets, or Unit Sets have changed in Acumatica.
Of course, Row Sets, Column Sets, and Unit Sets are the foundation of the financial report writer in Acumatica which is for some reason called Analytical Report Manager (or “ARM” for short). What you define in the Row Sets (CS206010), Column Sets (CS206020), and Unit Sets (CS206030) screens comes together in the Report Definitions (CS206000) screen which gives the Analytical Report Manager everything it needs to know in order to display a financial report in Acumatica.
The example in the screenshots below is just for the Report Definitions (CS206000) screen, but you could apply the same method to the Row Sets (CS206010), Column Sets (CS206020), and Unit Sets (CS206030) screens.
1. Create an email subject and message
Use the Automation Notifications (SM205040) screen to setup your notifications. If the Active box is checked, then the notification will fire every time a record is saved on the Report Definitions (CS206000) screen pictured in the screenshot below and the people listed on the Addresses tab will receive an email.
2. List the Report Definition codes that you want to track
There are probably only a handful of reports that are important enough to make you want to receive an email notification. So there is no need to receive a notification when ANY report is modified, just the ones that you care about.
You can list the reports that you care about on the Conditions tab pictured below. In this example, a notification will fire when any of the following reports are modified in the Report Definitions (CS206000) screen: DBS, DBSP, or DBSPCONSOL.
3. Decide who should get the email notifications
The notifications will come in the form of an email and you can list the people who should get the email on the Addresses tab pictured below.
This will likely be the list of users who have the ability to modify the financial reports in Acumatica. By listing everyone here, they will all receive an email notification when anyone makes a change to one of the financial reports that they care about.
You can decide who is in the To, CC, and even BCC of the email.
4. And You’re Done
Easy huh?
If you set things up using the screenshots above, then the email pictured below would automatically get sent whenever someone changes the DBS, DBSP, or DBSPCONSOL report definitions.
If you want to monitor any Row Sets, Columns Sets, or Unit Sets, then you just need to repeat the steps above on the Row Sets (CS206010), Column Sets (CS206020), or Unit Sets (CS206030) screens respectively.
Also, I should mention that the emails won’t automatically get sent unless you add a schedule (like maybe every 5 minutes) to the Send Notifications (SM205050) screen. If you have a schedule, then it will make sure to send your notifications out by email according to the schedule that you choose.