Migrate from AI Works to Acumatica

AI Works customer records map directly to Acumatica ARCustomer. The primary contact fields (name, email, phone) transfer to ARContact. Customer class, credit terms, and tax zone map to corresponding Acumatica fields. Address records become ARAddress with the same role-based distinction (billing vs. shipping).

AI Works vendor records map to Acumatica APSupplier with the same field-level alignment as customer mapping. Tax ID and payment terms transfer to Acumatica's tax ID fields and TermsID respectively. Remit-to addresses become APAddress records keyed to the supplier. Vendor class codes and payment methods map to the corresponding Acumatica fields, ensuring correct purchasing workflow settings. Multiple remit‑to locations each become separate APAddress records linked by SupplierID.

AI Works product catalog maps to Acumatica InventoryItem. Stock items become InventoryItem with ItemType='Stock', non-stock items use ItemType='Non-Stock'. Unit of measure conversions must align — AI Works UOMs map to Acumatica's UOMCode list.Warehouse and bin assignment maps from AI Works location fields to Acumatica's WarehouseID and default LocationID.

Open AI Works sales orders migrate to Acumatica SOOrder with Status preserved (on hold, pending, open). Order lines map to SOLine with the InventoryID lookup resolved against migrated items. Tax amounts recalculate based on Acumatica tax zone settings unless the source tax is stored as a flat amount and must be preserved as-is.

Open purchase orders map to Acumatica POOrder. Line items resolve against the migrated vendor and inventory item set. Requisition and approval status in AI Works translates to Acumatica's POOrder status hierarchy — 'pending approval' becomes 'P' (pending approval), 'approved' becomes 'O' (open).

AI Works invoices map to Acumatica ARInvoice using the document type that corresponds to the source record type (Invoice, Credit Memo, Debit Memo). Line items transfer to ARTran with inventory lookups validated against the migrated item set. Original invoice dates and reference numbers are preserved in ExtRefNbr and InvoiceNbr fields.

AI Works vendor bills migrate to Acumatica APInvoice. Tax amounts are preserved or recalculated based on the AP tax setting per vendor. Retainage amounts in AI Works map to the RetainageBill checkbox and RetainagePct fields in Acumatica if the source configuration uses retainage.

AI Works chart of accounts maps to Acumatica Account. Account numbers and descriptions transfer directly. Active/inactive status maps to ActiveFlag. Subaccounts in AI Works map to Acumatica's subaccount segments if the destination uses a segmented chart (e.g., 4-4-2 format). We validate that all account segments exist in Acumatica before loading.

AI Works project or job records map to Acumatica PMProject. Project status, start/end dates, and budget amounts transfer. If AI Works uses project-specific GL allocation rules, those map to Acumatica's revenue and expense allocation templates under the Project budget. Project tasks, cost categories, and billing rules also transfer, mapping to Acumatica's task codes, cost codes, and billing settings to preserve the original project cost structure.

AI Works custom properties on any standard object migrate as Acumatica Schema Extensions. We create the USR-prefixed field on the corresponding DAC (e.g., ARCustomer), matching the data type (string, integer, date, list). Custom objects in AI Works require a new DAC definition in Acumatica — your admin reviews and approves the schema before we load records.

AI Works file attachments associated with records download and re-upload to Acumatica's note-and-document system. The NoteID links the file to the corresponding ARCustomer, SOOrder, or other target record. File size limits per Acumatica's upload configuration apply (typically 25MB per file).

AI Works workflows, approval chains, and automation rules do not transfer to Acumatica — they must be rebuilt in Acumatica's Business Events and Automation Steps framework. We export the AI Works workflow definitions as a structured reference document for your Acumatica admin to use during post-migration configuration.