Keeping your Acumatica ERP system up to date is essential for ensuring optimal performance, security, and compliance with version controls. Regular upgrades allow businesses to leverage new features, maintain compatibility with third-party applications, and avoid costly penalties associated with running outdated versions. However, upgrading is a complex process that requires careful planning, collaboration with your value-added reseller (VAR), and adherence to best practices to ensure a seamless transition.
The expert consultants at Sprinterra recently hosted a webinar detailing the best practices for upgrading to the latest Acumatica version. This guide provides an in-depth breakdown of that webinar, additional insights from the Acumatica community, and a comprehensive roadmap to help your business navigate the upgrade process with confidence.
Before initiating an upgrade, it’s crucial to understand the different types of Acumatica version updates:
Acumatica follows a structured release schedule, with two major updates each year:
In addition to major releases, Acumatica provides minor updates throughout the year:
For example, Acumatica 2024 R1 introduced over 350 new enhancements across various business modules, while 2024 R2 brought further refinement to accounting workflows, prepayment invoices, and bank transaction matching. Additionally, every release enhances the xRP platform, offering developers advanced tools such as improved Data capabilities and anomaly detection.
Upgrading to the latest version of Acumatica Cloud ERP is more than just a routine update—it’s a strategic move to keep your business competitive, secure, and efficient. With each new release, Acumatica introduces powerful enhancements that improve functionality, integrations, and overall system performance. Staying on an outdated version can lead to support limitations, security risks, and additional costs. Here’s why upgrading should be a priority:
Acumatica versions are supported for 18–20 months, after which they enter retirement. Running a retired version means losing access to critical security updates, bug fixes, and standard support. Businesses still using outdated versions may face higher maintenance costs, including a 25% penalty fee on annual renewals and the need for an expensive retired version support plan.
Every Acumatica release includes major upgrades to core modules such as financials, CRM, inventory management, and eCommerce. These enhancements streamline workflows, improve automation, and provide a better user experience. For example, Acumatica 2024 R1 introduced over 350 new features, including advanced bank transaction matching and prepayment invoice enhancements.
As businesses rely on multiple platforms for accounting, CRM, eCommerce, and logistics, staying up to date with Acumatica ensures seamless integration with third-party applications. Newer versions enhance API capabilities, improve data synchronization, and expand compatibility with external software tools, preventing disruptions caused by outdated connections.
For businesses that use custom reports, automation, and extensions, upgrading to a newer version ensures continued compatibility and better performance of customizations. Acumatica regularly improves its xRP framework, adding new tools for developers, such as enhanced OData support and advanced anomaly detection in queries.
If you continue using a retired version of Acumatica, you may experience the following challenges:
Avoid upgrading during peak business periods when operations are at their busiest. For example, retailers should steer clear of holiday seasons, while manufacturers should avoid production-heavy quarters. Scheduling your upgrade during a slow period ensures that teams can focus on testing and implementation without affecting revenue.
Upgrades should not interfere with critical business activities such as inventory counts, financial audits, or system maintenance. Carefully review your company’s operational calendar to identify a time when an upgrade will cause the least disruption.
Successful upgrades require thorough testing and troubleshooting, which means key team members must be available. Avoid scheduling upgrades when crucial personnel are on PTO, holiday breaks, or engaged in other major projects. Having the right people in place ensures a faster and more effective upgrade process.
Each Acumatica version remains supported for 18–20 months before reaching retirement. Upgrading before your version expires helps you avoid:
Many businesses choose to upgrade in January, after the holiday season, when teams have the bandwidth to focus on the process. Given that an Acumatica upgrade typically requires 30–60 days of testing, planning in advance ensures a smooth transition with minimal downtime.
By proactively scheduling your Acumatica upgrade, you can safeguard your business from unexpected costs, disruptions, and support limitations—allowing you to fully leverage the benefits of a modern ERP system.
To ensure a smooth transition, complete the following preparatory steps before upgrading:
Step 1: Contact Your Acumatica Partner
If you are a Sprinterra customer, reach out to your Customer Account Manager (CAM) to discuss upgrade options and timelines.
Step 2: Obtain a Work Statement (SOW)
Sprinterra will provide an SOW detailing the estimated hours, costs, assigned project managers, and consultants.
Step 3: Project Kickoff
Once the SOW is signed, Sprinterra will staff your project within two weeks.
Step 4: Choose the Right Version
For stability, it is recommended to wait 1-2 months after a new version release before upgrading.
A successful upgrade requires collaboration between your business and your Acumatica partner. Below is a breakdown of responsibilities:
If you’re applying for a minor update, you have flexibility in how it’s implemented:
Note: Separate upgrades may bypass compatibility checks, which can cause unexpected issues.
Once your sandbox testing is complete, you can proceed with upgrading your live system.
After completing the upgrade, finalize the transition with these steps:
As a Acumatica Partner of the Year, Sprinterra provides expert guidance to ensure a hassle-free upgrade process. Our team of seasoned Acumatica consultants is ready to assist you from initial planning to post-upgrade support, helping you mitigate risks and maximize your ERP investment.
Get in touch with Sprinterra today to discuss your Acumatica upgrade and discover the best approach for your business.
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