Preventive Maintenance in Acumatica: Essential Tasks Guide

Preventive maintenance in Acumatica ensures your ERP delivers reliable performance, protects business data, and minimizes unexpected downtime. Whether you manage a SaaS deployment or an on-premise installation, implementing routine maintenance helps you catch issues early and optimize operations.

This practical guide walks through essential daily, weekly, and monthly maintenance tasks using Acumatica’s built-in monitoring tools, with specific attention to on-premise infrastructure requirements.

Identify Your Deployment Type

Before starting preventive maintenance in Acumatica, determine your deployment model. SaaS deployments hosted on Acumatica Cloud handle infrastructure maintenance automatically, letting you focus on application-level monitoring. On-premise deployments require comprehensive maintenance covering servers, databases, and application layers.

Quick check: if your URL ends with .acumatica.com, you’re on SaaS. On-premise installations usually use custom domains or IP addresses.

Daily Preventive Maintenance in Acumatica (System Health Monitoring)

Navigate to: System Management → System Health Monitoring. These screens provide real-time insights into system performance and health.

Monitor Errors with Request Profiler (SM205070)

Open Request Profiler to track performance and identify errors.

Enable logging: Log Requests and Log SQL in the Summary area.
Review daily for:
- Requests exceeding 10 seconds
- Exceptions on the Exceptions tab
- Failed API calls from third-party integrations
- SQL queries that consume excessive resources

Each morning, review the Requests tab. Pin critical slow requests to track improvements after optimization. Export troublesome requests to Excel for deeper analysis with your development team.

Per-screen profiling: on the form’s title bar, click Tools → Profiler, start logging, reproduce the issue, stop, and export the data.

Check System Monitor Status (SM201530)

Use System Monitor to view real-time activity:

Running Processes: Identify long-running or stuck tasks. Use View Screen for details or Abort to terminate hung operations.
Requests in Progress: Multiple pages of stalled requests indicate performance issues. On SaaS, contact Acumatica Support. On-premise, restart the application from Apply Updates if necessary.
Active Users: Track logged-in users and session duration. Excessive idle time may cause session overhead or timeouts. Verify APIs close connections properly.
Resource Usage: Monitor CPU, memory, and DB connections. Off-hours spikes suggest runaway processes or automation issues.

Review System Queue Monitor (SM302010)

Confirm message queues are healthy:

Push Notification Queue
Business Event Queue
Commerce Queue

Red indicators or growing queues signal problems. Exceeded thresholds prevent Business Events from triggering. Enable Log Trigger Details and set Keep Stats to at least 2 days for troubleshooting. If a queue overloads, click Clear Queue and investigate root causes—often poorly optimized Generic Inquiries used by Business Events.

Monitor Email Processing (SM507000)

Check Emails Pending Processing to ensure outbound messages flow.

Configure an automation schedule to process every 2–5 minutes.
Review Email Processing Log for failures:
- Invalid recipients
- SMTP authentication errors
- Network connectivity issues
- Attachment size limits

Weekly Preventive Maintenance in Acumatica

Verify Backup Completion

SaaS: Acumatica performs automated backups. Create supplemental snapshots via System Management → System Maintenance → Tenants (SM203520).

Click Create Snapshot
Select Full export
Use descriptive names with dates

On-premise: Verify SQL Server backup jobs. Check SQL Server Agent history, confirm files exist, and validate offsite replication. Test restore monthly in a dev environment and document procedures.

Analyze SQL Performance

Use SQL Analysis (System Health Monitoring group) to spot database issues:

Top queries by execution time and resource use
Table/index usage patterns
Blocking or deadlocks
Execution plan inefficiencies

Export results and work with DBAs. Solutions often include adding indexes, rewriting queries, or refining Generic Inquiry filters.

Review Automation Schedule History (SM205030)

Confirm scheduled jobs executed successfully:

Identify failed schedules
Investigate long-running schedules
Fix inactive/non-executing schedules
Verify the email scheduler processes Emails Pending Processing

Use View History for detailed logs and remediate promptly.

Monthly Preventive Maintenance in Acumatica (On-Premise Infrastructure)

On-premise installations require server-level care alongside application monitoring.

Windows Server Maintenance

Install Critical Updates: Schedule during maintenance windows. Reboot only in planned downtimes.
Monitor Disk Space:
- C: (OS) → keep 20% free
- DB drive → 30% free for SQL operations
- Backup drive → enough space for full sets
- App drive → watch IIS log growth
Set alerts at 75% capacity and clear temp files regularly.
Event Logs: Review Application, System, and Security for critical errors or unauthorized access attempts.
Antivirus: Ensure updated, not blocking Acumatica processes. Exclude Acumatica folders and SQL data files from real-time scanning.

SQL Server Maintenance

Integrity Checks: DBCC CHECKDB ('AcumaticaDB') WITH NO_INFOMSGS; Schedule off-hours; remediate immediately if corruption appears.
Update Statistics: EXEC sp_updatestats;
Monitor tempdb: Use multiple data files and validate sizing. Excess growth signals query tuning needs.
Review Expensive Queries: Use SSMS Activity Monitor and correlate with Request Profiler.

IIS Application Server Monitoring

App Pool Health: Check recycling frequency. Excessive recycling may indicate memory leaks or errors.
Worker Memory: Track w3wp.exe. Investigate leaks in customizations or adjust pool limits.
IIS Logs: Review C:\inetpub\logs for:
- 500 (application exceptions)
- 503 (pool unavailable)
- 401/403 (auth issues)
  Enable log rotation with sufficient retention.
SSL Certificates: Renew at least 30 days before expiration and update IIS bindings.

Network and Firewall

Review failed connection logs for suspicious activity.

Quarterly Preventive Maintenance in Acumatica

Test Disaster Recovery

Perform a full restoration drill:

Restore DB to an isolated test server.
Install matching Acumatica version.
Configure DB connections and instance settings.
Validate data and run critical processes.
Document timings, issues, and updates to runbooks.

Plan Acumatica Version Updates

Acumatica releases two major versions annually (R1/R2):

Review features and fit
Assess customization impact
Test thoroughly in a sandbox
Schedule production updates in low-activity windows
Communicate changes in advance

Rule: never update production without sandbox validation.

Security Audit and User Access Review

Enable Audit History (SM205510): Focus on:
- Customer/vendor credit limits
- Chart of accounts changes
- User/role permission changes
- Financial period management
Access Rights Reports: Identify inactive users, over-permissioned accounts, and SoD conflicts. Adjust to least-privilege.
Access History (SM201045): Watch for failed logins, after-hours access, and dormant accounts. Disable unused users and clean up roles.

Build Your Maintenance Calendar

Consistency wins. Assign owners and due dates.

Daily (≈30 minutes)

Request Profiler: errors/exceptions
System Monitor: hung processes/requests
System Queue: size and health
Emails Pending Processing: automation OK

Weekly (1–2 hours)

Backups verified
Automation Schedules executed
SQL performance reviewed
On-premise: server event logs and disk space

Monthly (2–4 hours)

Security and access audits
Performance trend review
On-premise: Windows updates, SQL optimization, IIS health

Quarterly (4–8 hours)

Disaster recovery test
Plan/test version updates
Comprehensive security assessment
Capacity planning

Use a shared tracker to log completion and evidence for audits.

Key Takeaways for Effective Acumatica Maintenance

Leverage Native Tools: Request Profiler, System Monitor, and System Queue Monitor give full visibility. Check them daily.
Differentiate SaaS vs On-Prem: SaaS focuses on application health; on-prem adds servers, SQL, IIS, and network care.
Automate: Schedules for email processing, reports, and recurring tasks increase consistency.
Test Backups: A backup you never restore is a risk, not a plan. Drill quarterly.
On-Prem Infrastructure Matters: Neglected servers will negate application optimizations.

Apply these routines systematically. Start with daily checks, then expand to weekly, monthly, and quarterly reviews. Consistent attention prevents most ERP incidents and keeps performance aligned with growth.

If internal capacity is limited, work with experienced Acumatica consultants. Proactive maintenance usually costs less than recovering from preventable outages.

👉 Book a free system health consultation to identify hidden performance risks, verify your backup integrity, and ensure your ERP is ready for the next quarter of operations.

Because prevention isn’t just maintenance—it’s momentum.