Migrate from Access SupplyChain to Epicor Prophet 21

Access SupplyChain Customer records (name, contact details, payment terms, credit limits) map to Epicor ERP Customer master. The Access Customer account code becomes the Epicor Customer ID or is mapped to a customer number per the customer's numbering convention. Shipping addresses from Access map to Epicor CustShip records with a one-to-many relationship where multiple ship-to locations exist. Any Access Studio custom fields on Customer attach to Epicor CustomerUDF tables. Customer is loaded before Purchase Orders so that the CustomerID reference is satisfied at PO import.

Access SupplyChain Supplier records (address, bank details, category assignments) map to Epicor ERP Vendor master. Supplier bank details migrate to Epicor VendorBank records. Supplier category assignments map to Epicor VendorPPGroups or a custom VendorUDF field depending on the customer's reporting structure. Documents attached to supplier records in Access export as files and attach to the corresponding Epicor Vendor record via document management. Supplier must load before any Purchase Order import because POHeader references VendorID.

Open and historical Purchase Orders from Access SupplyChain migrate to Epicor POHeader and PODetail records. Access PO status values (Draft, Sent, Received, Closed) map to Epicor POStatus codes (Open, Pending, Closed). Header-level freight, terms, and notes carry to POHeader; line-level item, quantity, unit cost, and delivery date carry to PODetail. Closed POs migrate as read-only history unless the customer requests open-period corrections. PODetail links to VendorID via the Supplier mapping and to PartNum via the Item mapping.

Access SupplyChain Item master records (SKU, description, unit of measure, cost price, sales price, item category) map to Epicor ERP Part master. The Access SKU becomes the Epicor PartNumber or maps to a part number per the customer's numbering convention. Unit of measure conversions from Access map to Epicor PartUOM records. Cost price becomes the Epicor Standard Cost or Average Cost depending on the customer's costing method; sales price becomes a PriceList entry or MSRP on PartUDF. Access item categories map to Epicor ClassCode or a custom PartUDF field for reporting alignment. Items with merged or archived status in Access are flagged as duplicate candidates and handled per a deduplication decision made during scoping.

Access SupplyChain Warehouse records and bin locations map to Epicor ERP Warehouse and WhseBin entities. Stock-on-hand figures extract as a snapshot from Access and apply to Epicor PartWhse at go-live rather than mid-migration to prevent discrepancy during the cutover window. Any Access bin-level location data maps to WhseBin records and associates with PartBin records in Epicor. Warehouse must load before PartWhse because PartWhse.WarehouseCode is a required reference.

The Access SupplyChain chart of accounts maps to Epicor ERP GL Account structure with segment mapping performed during scoping. Complex multi-company or multi-segment account codes from Access require explicit mapping to Epicor's COA segment structure because Access and Epicor use different segment delimiter conventions and segment meanings. This is one of the highest-risk areas of the migration and requires a dedicated account structure interview during discovery. We do not assume a single unified account structure; each active Access company entity maps separately.

Outstanding AP invoices and credit notes from Access SupplyChain migrate to Epicor AP Invoice and AP Credit Memo records. Each AP record links to the corresponding VendorID via the Supplier mapping. Payments in transit between the Access export date and Epicor go-live are flagged in a reconciliation worksheet. Partial payments are handled by migrating the original invoice with the applied payment amount and a remaining balance rather than splitting records, which avoids creating new AP entries that the Epicor AP module cannot reconcile without manual intervention.

Outstanding AR invoices and credit notes from Access SupplyChain migrate to Epicor AR Invoice and AR Credit Memo records. Each AR record links to the corresponding CustomerID via the Customer mapping. Customer payments received between export and go-live require a manual reconciliation worksheet because we cannot safely auto-allocate payments without risking double-application. AR aging buckets recalculate in Epicor after go-live once all open items are confirmed.

Documents attached to supplier, item, and purchase order records in Access SupplyChain export as files and attach to their corresponding Epicor records via Epicor's document management or ERP-level attachment references. File size limits and supported formats are checked during scoping; very large files (over 50 MB) or unsupported formats are flagged and handled per a customer-approved exception process. PDF and image attachments generally migrate without format conversion.

Custom fields created in Access Studio are enumerated during discovery and mapped individually to Epicor UD (User-Defined) field equivalents. Fields with unsupported data types such as embedded objects, cross-record references, or Access-specific formats are flagged during scoping and handled per a customer-approved remediation plan. UD fields must be deployed to the Epicor schema before any record import that references them. Epicor UD fields follow a naming convention and require field-type mapping (text, number, date, checkbox, dropdown) during the schema design phase.

Access SupplyChain user accounts and their role assignments migrate to Epicor ERP User and Employee records. Role naming conventions differ between Access SupplyChain versions and Epicor, so role mapping is performed manually during scoping. User provisioning in Epicor must complete before any record import that references OwnerID or a user-linked field. Users without a matching Epicor account are held in a reconciliation queue for the customer's admin to provision before record import resumes.

If Access Coins Evo is active with project-level cost tracking and supplier risk scoring, those records map to Epicor Project or Job entities if the customer has Epicor Project Billing or MES licensed. Supplier risk scores do not have a native Epicor equivalent; they migrate as a custom UD field on the Vendor record or as a Project UD field if tied to project-specific suppliers. AI-assisted forecasting models from Coins Evo do not migrate as logic; we deliver a written record of the forecasting parameters for the customer's Epicor implementation team to replicate in reporting or Power BI.