Migrate from AI Works to Epicor Prophet 21

AI Works User records map to Epicor Kinetic User. We resolve by email address as the dedupe key. Any AI Works user without a matching Epicor User is held in a reconciliation queue for the customer's Epicor administrator to provision before record import. Epicor User licensing (which tier of Kinetic) is determined by the customer's licensing decision and is outside migration scope.

AI Works Account records must be split into Epicor Customer (sold-to and ship-to) and Supplier records. We determine split direction using an AI Works account type or classification field if present. Customer records in Epicor require a Territory, Terms Code, and Credit Limit; we map these from AI Works fields where available and flag missing required fields for the customer's admin to configure before import.

AI Works part records map to Epicor Partmaster. The part number maps to PartNum, description to Description, and standard cost to the Plant-specific standard cost layer. Epicor requires a UOM Class assignment; we resolve the AI Works unit-of-measure to an equivalent Epicor UOM Class or flag it for admin configuration. Part Type (stock, make, buy, configure) maps to TypeCode.

AI Works BOM records map to Epicor PartMtl. We resolve the MtlPartNum reference (the component part) by looking up the part number in the migrated Partmaster. Multi-level BOMs are resolved recursively: bottom-level components import first, then sub-assemblies, then top-level BOMs. Epicor's Revision and Approved flag on PartMtl are set based on AI Works BOM version status. Phantom assembly flags map from AI Works BOM type if available.

AI Works routing or operation records map to Epicor PartOpr. We map Work Center to Epicor Resource Group, operation sequence to OprSeq, and standard labor hours to EstLaborHours. The ResourceID reference is resolved against migrated Work Center records. If AI Works routing has no equivalent, we create a default Work Center and flag it for Epicor admin to reassign post-migration.

Open AI Works Purchase Orders map to Epicor PoHeader and PoDetail. The Supplier reference resolves to the migrated Supplier record. Line items map with POLine, PartNum, OrderQty, and UnitCost. Closed or completed POs are archived rather than migrated per Epicor performance guidance (decades of closed POs load the new system unnecessarily). We recommend archiving closed POs per the Archon Data Store approach.

Open AI Works Sales Orders map to Epicor OrderHed and OrderDtl. Customer reference resolves to the migrated Customer record. Line items map with OrderLine, PartNum, SellingQuantity, and UnitPrice. Linked Parts must exist in Partmaster before OrderDtl insert to satisfy the FK constraint. Quote history does not migrate as it is not required for day-one operations.

Open AI Works Work Orders map to Epicor JobHead and JobMtl. The JobNum is assigned from Epicor's number sequence (not preserved from AI Works). PartNum links to the migrated Partmaster. JobMtl lines resolve component PartNum references from the migrated BOM. If AI Works stores WIP labor and machine hours, these are mapped to JobOper if the operation sequence exists or flagged as notes for the customer's production manager to enter manually.

AI Works inventory positions map to Epicor PartWhse by PartNum, Site (Plant), and Warehouse. OnHandQty, DemandQty, and SafetyStockQty migrate per site. Inventory value maps to the Part-plant cost layer as a cost layer adjustment rather than a transaction. We flag any inventory records where the Site does not exist in Epicor for admin to create before import.

AI Works GL accounts map to Epicor Global Account. Account code and description migrate. Account Type (Asset, Liability, Expense, Revenue) maps to the Epicor GLAcctType or Segment values. If AI Works uses a segmented chart (e.g., Division-Dept-Account), we preserve the full segment string and configure Epicor's corresponding account segment structure before import.

AI Works AP and AR invoices map to Epicor InvcHead and InvcDtl. We migrate open (unpaid) invoices only; historical paid invoices are archived. Invoice header maps to Customer or Supplier reference, invoice date, and total. Line items map PartNum or GlbAcct, quantity, and amount. Epicor Invoice matched to a PO carries a reference to the PoNum; we resolve this by looking up the migrated PO number.

AI Works custom fields on any entity map to Epicor User-Defined columns (UD columns) on the equivalent table or to the UD01-UD30 cross-reference tables. We create the UD column schema in Epicor Application Studio before any data import. Field type mapping: AI Works text maps to character, number to decimal or integer, date to date, checkbox to logical. Epicor UD30 is used for cross-entity key-value pairs if AI Works stores freeform custom data on records.