How to Manage Submittals and Release Material in Acumatica
Submittals are the product data and shop drawings a contractor sends the architect or engineer for approval before material is ordered. Long-lead items like curtain wall can't be released to purchasing until the submittal comes back approved, so a stalled review becomes a schedule delay.
This guide follows a recorded run in Acumatica Construction Edition: locating a pending submittal in the Submittal Register, reviewing the technical package, creating and submitting the review package, tracking the review, recording the returned disposition and handing the approved package off to procurement.
- Who does itProject engineer or project manager; purchasing receives the handoff
- How oftenPer spec section, as submittals come due; status log weekly
- Steps8 steps · 2 systems
Watch the full workflow
every click in this recording is an AI agent — no one is touching the keyboard.
In the recording, an AI agent opens the Submittal Register for project PR00000058 (340 Riverside Ave - Tank Maintenance) and finds spec section 08 44 13 Glazed Aluminum Curtain Walls in Pending Package status. It reviews the four-page submittal PDF (submittal information, product data and performance, shop drawing details), then creates the submittal package and submits it to the lead architect with a review due date and automated reminder. It checks Review Tracking, opens the returned submittal stamped Approved as Noted, updates the status and hands it off to procurement, which creates purchase order draft PO-40022 for Meridian Facade Systems.
Systems involved
You need access to each of these before you start. In the recording the agent works in all of them from one desktop, signed in as the user.
- Acumatica Construction EditionSubmittal Register, Review Tracking, returned submittal and Procurement Handoff
- Submittal package PDFTechnical package: product data, performance and shop drawings
What you start with
- Submittal Register entry for the spec section
- Submittal package PDF
- Reviewer (architect/engineer) and review due date
What you end with
- Submitted review package with reminder
- Returned disposition and review comments recorded
- Purchase order draft for the long-lead material
- Handoff log entries
The workflow at a glance
Action Decision Human review Select a step to jump to how it's done.
- 01 Action · Acumatica Construction Edition Open the Submittal Register
- 02 Action · Submittal package PDF Review the technical package
- 03 Decision · Submittal package PDF Is the package complete and compliant? Yes Create and submit the review package. No Return it to the subcontractor for correction.
- 04 Action · Acumatica Construction Edition Create and submit the review package
- 05 Action · Acumatica Construction Edition Track the active review
- 06 · Human review · Acumatica Construction Edition Record the returned review
- 07 Action · Acumatica Construction Edition Hand off to procurement
- 08 Action · Acumatica Construction Edition Open the purchase order draft
Step-by-step: how to do it
-
Action · Acumatica Construction Edition · 1:30 in the video
Open the Submittal Register
Go to Construction > Profiles > Submittal Register and select the project. Filter to open items to see every submittal by spec section, status and who has the ball.
In the videoOpen submittals on PR00000058 - 340 Riverside Ave - Tank Maintenance.
- 08 44 13 · Glazed Aluminum Curtain Walls Pending Package
- Type
- Shop Drawings / Product Data
- Ball in court
- Subcontractor
- 08 41 13 · Aluminum-Framed Entrances Pending Package
- Type
- Product Data
- Ball in court
- Subcontractor
- 07 92 00 · Joint Sealants Under Review
- Type
- Product Data / Samples
- Ball in court
- Architect
- Review due
- 10/07/2025
- 05 12 00 · Structural Steel Framing Approved
- Type
- Shop Drawings
- Ball in court
- Contractor
- Review due
- 09/26/2025
-
-
Action · Submittal package PDF · 1:50 in the video
Review the technical package
Open the attached package and check it is complete: submittal information, product data against the spec's performance requirements, system components, shop drawing details and fabrication hold points.
In the video- Section
- 08 44 13 Glazed Aluminum Curtain Walls
- Product
- AluVista CW-750 Unitized Thermal Curtain Wall System
- Pages: submittal package, product data and performance, typical shop drawing details
-
Decision · Submittal package PDF · 2:40 in the video
Is the package complete and compliant?
If required data is missing or unreadable, stop and return the package for correction instead of sending it to the architect.
- If yes Create and submit the review package.
- If no Return it to the subcontractor for correction.
In the videoPackage complete; proceeds to submission.
-
Action · Acumatica Construction Edition · 2:50 in the video
Create and submit the review package
Click Create Submittal Package. Confirm project, spec section and submittal number, enter a package title and review due date, choose the reviewer, attach the PDF, tick the cover sheet and reminder options and click Submit for Review.
In the video- Submittal Nbr.
- 08 44 13-01
- Package title
- Curtain Wall Shop Drawings and Product Data
- Review due
- 10/09/2025
- Reviewer
- Lead architect
- File
- Section-08-44-13-Curtain-Wall-Submittal.pdf
- Include cover sheet and transmittal
- Automated reminder two business days before due date
-
Action · Acumatica Construction Edition · 3:10 in the video
Track the active review
Open Review Tracking to watch items under review, due this week and overdue, and the activity on each submittal (submitted, reminder scheduled).
In the video- Under review
- 2
- Due this week
- 1
- Overdue
- 0
- Avg. review time
- 4.2 days
- 08 44 13-01 status
- Under Review - Architect
-
Human review · Acumatica Construction Edition · 3:40 in the video
Record the returned review
Open the returned submittal, read the stamp and every review comment, then click Update Status to record the disposition.
In the video- Disposition
- Approved as Noted
- Returned
- 10/02/2025 3:18 PM
- Coordinate perimeter sealant color with approved exterior finish schedule
- Verify final anchor spacing against structural calculations before fabrication
-
Action · Acumatica Construction Edition · 4:05 in the video
Hand off to procurement
Click Hand Off to Procurement so purchasing gets the approved package. Check the purchase order draft that is created and the handoff log.
In the video- PO draft
- PO-40022
- Vendor
- VEND00418 - Meridian Facade Systems
- Description
- Curtain Wall System - Long Lead Material Release
- Submittal ref
- 08 44 13-01 - Approved as Noted
- Required on site
- 01/12/2026
- Procurement authorization created
- Purchasing notified
- Long-lead register updated
-
Action · Acumatica Construction Edition · 4:25 in the video
Open the purchase order draft
Open the PO draft from the handoff screen to confirm the vendor, description and required-on-site date before purchasing finalizes it.
In the videoOpen Purchase Order Draft clicked for PO-40022.
Rules, exceptions and controls
Rules to follow
- Only complete, compliant packages go to the reviewer; incomplete ones return for correction.
- Every package has a named reviewer and a review due date.
- An automated reminder is scheduled two business days before the review due date.
- Material is released to procurement only after a verified approval (Approved or Approved as Noted).
- Review comments on an Approved as Noted return must be carried to fabrication.
When something doesn't match
- Package missing required data: stop and return it for correction.
- Review rejected or revise-and-resubmit: return to the subcontractor; no procurement handoff.
- Review overdue: chase the reviewer using the Review Tracking list.
Controls and audit trail
- Submittal Register shows status and ball-in-court for every spec section.
- Returned disposition and comments are stored with the submittal.
- Procurement handoff is logged (authorization, notification, long-lead register).
- PO draft references the approved submittal number.
Practitioner tips
- Check ball-in-court weekly; Pending Package items are often the real schedule risk.
- Set the review due date with the material's required-on-site date in mind for long-lead items.
- Pass 'approved as noted' comments to the fabricator in writing before release.
- Use the weekly status log to report submittals to the team.
About this recording
In the recording, the agent took the curtain wall submittal from Pending Package through review tracking, the Approved as Noted return and the procurement handoff to a PO draft.
Documented the way you'd train a new hire — and the same way an agent learns it.
Frequently asked questions
How do I create a submittal package in Acumatica?
From the Submittal Register, click Create Submittal Package, confirm the project, spec section and submittal number, add a title, due date, reviewer and the PDF, then submit for review.
How do I track submittal reviews in Acumatica?
Use Review Tracking, which shows items under review, due this week, overdue and average review time, plus activity for each submittal.
What does Approved as Noted mean on a submittal?
The reviewer approves the submittal provided their comments are followed. In the video, the comments covered sealant color coordination and anchor spacing verification before fabrication.
When can long-lead material be released to purchasing?
Only once the submittal comes back approved or approved as noted. The handoff then creates a purchase order draft referencing the submittal.
Can an AI agent manage submittals in Acumatica?
Yes. As shown in the video, the agent works the same Acumatica screens a person does, from the register through the procurement handoff, with a person reviewing the returned disposition.