Migrate from Access ERP to Epicor Prophet 21

Access ERP nominal ledger codes with cost centre and department coding map directly to Epicor Kinetic GL Account records. We preserve account code, description, account type, and the cost centre dimension in Epicor Kinetic's GL Account structure. The account hierarchy (parent/child relationships) migrates as Epicor GL Account master records. Note that Epicor Kinetic organises cost reporting through its financial reporting dimensions (such as PCIDs for profit-centre reporting) rather than embedding cost centres into the account code string; we configure the reporting dimension structure during the mapping phase.

Access ERP customer records with address books, payment terms, credit limits, and tax codes map to Epicor Kinetic Customer records. Multi-currency customer flags transfer to the Customer.CurrencyBase and Customer.CreditHold fields. Open AR invoice balances migrate as Epicor Kinetic invoices linked to the Customer record, with payment terms and due dates preserved. The customer's Access ERP payment history is not migrated as separate records but the outstanding balance at cutover becomes the opening balance in Epicor Kinetic AR.

Access ERP vendor records map to Epicor Kinetic Vendor records. Supplier-specific pricing, lead times, and default warehouse assignments migrate as Vendor-related records. Multi-currency vendor accounts map to the Vendor.CurrencyBase field. Open AP invoice balances migrate as Epicor Kinetic vouchers linked to the Vendor record, with payment terms and due dates preserved. The outstanding AP balance at cutover becomes the opening balance in Epicor Kinetic AP.

Access ERP stock items with warehouse-specific quantities, reorder levels, and standard costs map to Epicor Kinetic Part records. The item's unit of measure, stocking dimensions, and default site assignment migrate as Part attributes. Stock quantities per warehouse/location migrate as Epicor Kinetic PartWhse records linked to Part. The Part.TypeCode field is set based on the Access ERP item type (stocked, non-stocked, service). Standard cost from Access ERP migrates as the Epicor Kinetic Part Plant standard cost field.

Access ERP BOM structures (single and multi-level) map to Epicor Kinetic Part BOM records. Each BOM line's component part number, quantity per assembly, scrap percentage, and operation sequence number migrate. We resolve component Part records in Epicor Kinetic before inserting BOM headers to satisfy the foreign key constraint. If the Access ERP BOM uses phantom assemblies, these are configured as BOM-type Part records in Epicor Kinetic. BOM revision control from Access ERP migrates as Epicor Kinetic ECO branches if the customer's version control model requires revision tracking.

Access ERP open purchase orders with line items, quantities ordered and received, pricing, and supplier references map to Epicor Kinetic POHeader and POLine records. Order status (open, closed, cancelled) migrates to POHeader.POStatus. Received quantities are preserved to allow Epicor Kinetic's receiving workflow to pick up from the current state. Closed purchase orders may be migrated as history records at the customer's discretion; they are not required for Epicor Kinetic production operations but may be needed for audit trail purposes.

Access ERP open sales orders and invoices map to Epicor Kinetic OrderHed and OrderDtl records. Customer references, order dates, requested dates, and pricing transfer. Open AR invoices migrate as Epicor Kinetic ARInvc records with payment terms. We resolve the Customer and Part references before inserting order records. Order acknowledgements, pick lists, and shipment records do not migrate as operational records; the customer prints new documents from Epicor Kinetic after cutover.

Access ERP document attachments stored at transaction and master-record level are exported in their native format (PDFs, images, Office documents) and reattached to the corresponding Epicor Kinetic records using the Ice.Core.Attachment business object. We match attachments by source record type and primary key. Verification of attachment integrity (file not corrupted, readable) is performed before reattach. If the customer has hundreds of attachments, we chunk the reattach process and emit a reconciliation report per record type.

Access ERP user-defined tables that hold industry-specific or process-specific data map to Epicor Kinetic UD tables created via the Ice.BO.ZDataTable framework. We enumerate all Access ERP UD tables during discovery, extract their schema and data, and pre-create the equivalent Epicor Kinetic UD table structure (including column definitions, data types, and index fields) before importing data. UD field values on standard objects (Customer, Vendor, Part, Order) also migrate as Epicor Kinetic UD fields on the corresponding table (e.g., Customer_zc fields). This is one of the highest-risk areas of an Access ERP migration and is the primary reason we run schema enumeration queries before any extraction begins.

Access ERP user accounts with role-based permissions and department assignments map to Epicor Kinetic User records and Security Role assignments. We extract the user list, their Access ERP role names, and any workflow approval limits. Epicor Kinetic's security model uses RoleCode and Company assignments; we map the closest equivalent Epicor Kinetic role and flag any Access ERP permission that has no direct Epicor Kinetic equivalent (such as module-specific access flags that exist in Access ERP but not in Epicor Kinetic). Inactive users are migrated as inactive Epicor Kinetic users so that historical Owner references on transactions are preserved.

Access ERP bank account masters with cash book balances and any outstanding unreconciled transactions map to Epicor Kinetic BankAcct records. We preserve bank account currency, reconciliation cut-off date (agreed during migration planning), and the opening balance. The bank reconciliation process does not migrate as historical reconciled transactions; the customer begins bank reconciliation in Epicor Kinetic from the cut-off date forward. This is an explicit decision point surfaced during migration planning because continuing to post in Access ERP after cut-over creates duplicate transactions in Epicor Kinetic.

If Access ERP includes work-centre or routing data for job scheduling, these map to Epicor Kinetic Work Centre records (with Labour, Machine, and Overhead rates) and Job Operation records linked to the Part's BOM. Many Access ERP customers do not use manufacturing routing; in those cases, this mapping is omitted. Where routing data exists, we resolve the Work Centre references and import operations in the correct phase order to maintain the operation sequence numbering from Access ERP.

Access ERP warehouse and bin location structures map to Epicor Kinetic Warehouse and WarehseBin records. Multi-warehouse configurations from Access ERP migrate as separate Epicor Kinetic site/warehouse combinations. Bin-level location data (if used in Access ERP for picking or putaway) migrates to WarehseBin records linked to the warehouse. Stock item quantities per location already migrate as PartWhse records; this mapping addresses the physical location hierarchy separately.

Access ERP tax codes and VAT rates map to Epicor Kinetic Tax Connect configuration (tax region definitions linked to tax code records). We extract the tax code mapping from Access ERP (which tax code applies to which transaction type and jurisdiction) and configure equivalent Epicor Kinetic Tax Connect rules. Customers operating across multiple tax jurisdictions should confirm the Tax Connect licence is active in their Epicor Kinetic environment before migration.