Migrate from Access ERP to Acumatica

Access ERP customers map directly to Acumatica Customer records. Acumatica uses a single customer table with a CustomerClass that determines default terms and tax settings. Customers must be loaded before any open AR or sales-order records, because Acumatica enforces the CustomerID foreign key at insert time. Address records in Access ERP translate to Acumatica Address rows attached to the Customer through the AddressID link.

Access ERP suppliers become Acumatica Vendor records. Acumatica Vendor includes default PaymentTerms, TaxZone, and RemittanceAccount settings that Access stores as supplier-level fields. We map the Access supplier classification (e.g., 'preferred', 'one-time') to a custom VendorClass in Acumatica if no standard class matches. Supplier contacts migrate to VendorContact records with email, phone, and role preserved.

Access ERP inventory items map to Acumatica Stock Items (for inventory-tracked goods) or Non-Stock Items (for service parts and materials). The ItemClass in Acumatica controls posting accounts (COGS, Inventory, and Revenue), so we map Access item categories to the closest Acumatica ItemClass during migration. If Access uses lot/serial tracking, we create matching Lot/Serial classes in Acumatica before items load.

Access ERP account codes map to Acumatica Account records. The AccountID in Acumatica is the primary key used in journal entries and trial-balance reporting. We strip any embedded segment data from Access account codes and load them as pure Account numbers in Acumatica. The AccountType (Asset, Liability, Equity, Revenue, Expense) maps directly to the Acumatica Account type enumeration.

Access ERP embeds organizational hierarchy in account code segments (e.g., 4000-100-00 encodes Division and Region). We decompose each segment into a separate Subaccount row in Acumatica. The posting combination of Account + Subaccount (and optionally Branch/Department) forms the full posting key used in journal entries. Each unique segment value from Access becomes a Subaccount with a meaningful Description derived from the segment label.

Open Access ERP sales orders migrate to Acumatica Sales Orders with status 'Open' preserved. Order dates, requested dates, and promised dates map to corresponding Acumatica order fields. The CustomerID and Ship-To address link to the migrated customer and address records. Line items reference migrated inventory items by InventoryID. Completed orders are migrated as historical records with a 'Completed' status flag.

Open Access ERP purchase orders migrate to Acumatica Purchase Orders. The VendorID links to the migrated vendor. Line items map to the migrated inventory item by InventoryID. Expected delivery dates and purchase account assignments are preserved. Historical (completed) purchase orders are migrated as reference records without affecting open AP balances.

Access ERP AR invoices and credit memos migrate to Acumatica AR Invoice and Credit Memo records. The customer reference number is preserved in the ExternalRef field for cross-system reconciliation. Open invoices carry a balance in Acumatica's AR register. Credit memos are linked to the original invoice where a reference exists in Access. The invoice date, due date, terms, and tax amount map directly.

Access ERP AP invoices and credit memos migrate to Acumatica AP Invoice and Credit Memo records. Vendor reference numbers are preserved in the VendorRef field. Open AP balances land in Acumatica's AP register with the same due date and payment terms. Prepayments from Access ERP are migrated as AP Payment applications in Acumatica.

Access ERP journal entries migrate to Acumatica Journal Transactions using the migrated Account + Subaccount combination. Each line in the Access journal becomes a separate JournalLine row in Acumatica. Original entry dates and descriptions are preserved. If Access stores the batch number, we create a matching BatchNbr in Acumatica. Year-end closing entries are migrated with the 'Released' flag set to preserve audit trail continuity.

Access ERP warehouse stock levels map to Acumatica Inventory Summary records by WarehouseID and InventoryID. The OnHandQty, AvailableQty, and CostperUnit are extracted from Access's stock table and loaded into Acumatica's INSiteStatus table. If Access uses multiple warehouses, we create matching Branch/Warehouse records in Acumatica and distribute the on-hand quantities accordingly.

Access ERP BOMs map to Acumatica BOM records with multi-level structure preserved. Each BOMLine references the child InventoryID and the QtyPer quantity. Phantom BOMs in Access become PhantomBOM = true in Acumatica. If Access BOMs use operation steps (routings), those map to the Acumatica Labor and Machine overhead codes attached to the BOM revision. BOM revision effective dates map to the BOM Version's EffStartDate and EffEndDate.

Access ERP users and owners who are assigned to records are resolved by email match against Acumatica users. Non-employee owners who cannot be matched to an Acumatica user are migrated as Contact records with a custom 'SourceOwner' flag set to true, so the owner association is preserved for reporting even without a login. This prevents records from landing with a null OwnerID.

Access ERP custom fields that extend standard tables (customer UD fields, item UD fields) are created as Acumatica custom attributes using the Customization project framework. The attribute is defined with the same data type (string, number, date, list) and attached to the target DAC (Data Access Class) in Acumatica. We generate the Acumatica customization project XML so it can be published in the target tenant before data migration runs.