Migrate from Access ERP to Dolibarr ERP

Access ERP's nominal ledger chart of accounts with cost-centre and department coding does not map to a single Dolibarr object. We split the chart into three Dolibarr configurations: account classes are set as Dolibarr Accounting Account types (type=2 for third-party accounts, type=1 for bank accounts), cost centres are modelled as Project or Category records, and department codes are stored as ExtraAttributes on User records. We preserve the full account code hierarchy and description so the customer's accountant can reconstruct the nominal ledger structure in Dolibarr's accounting module.

Access ERP customer records map to Dolibarr Third Party with type=customer. The customer code, name, address, payment terms, credit limit, and tax codes transfer directly. We resolve multi-currency customer settings from Access ERP and apply the corresponding Dolibarr multicurrency configuration. Customer balances (AR outstanding) migrate as open invoice references against the Third Party.

Access ERP vendor records map to Dolibarr Third Party with type=supplier. Vendor address, payment terms, and tax codes transfer directly. Outstanding AP amounts migrate as open supplier invoice references. We handle the separate customer-vendor split because Dolibarr uses one Third Party object with a type flag rather than separate objects.

Access ERP stock items map to Dolibarr Product records. Item code, description, unit of measure, and standard cost transfer directly. We map Access ERP's product type (stockable, service, kit) to Dolibarr's pcmoto_type field. Custom fields on items in Access ERP migrate as ExtraAttributes on the Product record in Dolibarr.

Access ERP warehouse-specific stock quantities per location map to Dolibarr Product Stock records per warehouse. Reorder levels migrate as Dolibarr reorder thresholds. Multi-warehouse configurations in Access ERP require a corresponding Dolibarr Warehouse (llx_entrepot) setup before stock import begins.

Access ERP BOM structures have no direct Dolibarr equivalent — Dolibarr has no manufacturing module. We extract the full BOM data (parent item, component items, quantities, unit of measure) during discovery and deliver it as a written BOM inventory document for the customer's admin to reimplement in a manufacturing module or external system. BOM data migrates as a documented artefact, not as live Dolibarr records.

Open and historical Access ERP purchase orders map to Dolibarr Supplier Order. Order number, supplier reference, line items, quantities ordered and received, pricing, and status transfer. Closed purchase orders migrate as completed records with their received quantities logged. We preserve the order-date and expected-delivery dates on the Dolibarr order.

Open Access ERP sales invoices migrate to Dolibarr Customer Invoice with status=open; paid invoices migrate as status=paid with payment references and bank statement lines. We carry customer reference, invoice date, due date, line items, tax amounts, and outstanding balance. Partial payments are modelled as Dolibarr payment records linked to the invoice. Posting dates are preserved from Access ERP to maintain the financial timeline.

Open Access ERP supplier invoices migrate to Dolibarr Supplier Invoice with status=open; paid invoices migrate as paid with original payment references and bank statement links. Vendor reference, invoice date, due date, amounts, and payment terms transfer. Historical paid invoices are included as closed records to support debt management and audit trail.

Access ERP bank account masters map to Dolibarr Bank Account records. Account name, account number, currency, and current balance transfer. Outstanding unreconciled transactions are carried as unreconciled entries on the Dolibarr bank account. The reconciliation cut-off date is set at the agreed cutover date agreed during migration planning and documented in the runbook.

Access ERP user accounts map to Dolibarr User records. Login, name, email, department, and active/inactive status transfer. We map Access ERP role-based permissions to Dolibarr's permission set model (rights_ defines per-module access). Inactive Access ERP users are imported as inactive Dolibarr users with a flag. Any workflow approval limits in Access ERP are documented separately because Dolibarr has no native approval workflow module.

Access ERP document attachments at the transaction and master-record level are exported in their native format and stored in Dolibarr's document directory with a folder structure matching the object type and record ID. We link each document to its parent record using Dolibarr's standard document model and verify attachment count against the source during reconciliation. Verification against source counts happens post-import to confirm no silent document loss.

Access ERP custom fields identified during the live-database discovery query map to Dolibarr ExtraAttributes on the corresponding object. We pre-create the ExtraAttribute field definitions in Dolibarr (field type matched to Access ERP data type: varchar, int, datetime, etc.) before any data import. Fields that reference user-defined Access ERP tables map to separate Product ExtraAttributes or Third Party ExtraAttributes depending on the table's parent object. This is the most critical step in any Access ERP migration because standard exports routinely miss these additions entirely.

Closed-period Access ERP transactions can migrate to Dolibarr's accounting bookkeeping module as historical entries. We support either full historical migration (all closed transactions) or cutover at a specific date with opening balances only. The customer's accountant decides during planning, based on whether the historical view is needed for reporting in Dolibarr. Full historical migration increases project scope significantly because each journal line must map to an Accounting Account in Dolibarr's chart of accounts configuration.