Migrate from Aptean Distribution ERP to Acumatica

Aptean customers map to Acumatica Business Accounts. Acumatica separates customer and vendor roles per account — a single Business Account can be marked as both. Customer status, credit terms, and price class require custom fields or value mapping against Acumatica's payment term and customer class pick-lists.

Aptean vendors map directly to Acumatica Vendors. All vendor-specific data—including EDI IDs, certification dates, W‑9 status, and default GL expense accounts—migrate to custom fields on Acumatica's Vendor Details screen. Remit‑to addresses appear as separate Remit Address rows linked to the vendor record, and payment terms follow the same value mapping table used for customer records.

Stocked Aptean items map to Acumatica Inventory Items with the Stock Item checkbox enabled. Lot and serial number tracking settings translate to Acumatica's lot/serial classes. Default warehouse and branch assignment is preserved using Acumatica's default branch and warehouse fields on each item.

Non-stocked items in Aptean (materials, packaging, services) map to Acumatica Non-Stock Items. These items carry a price but no inventory quantity; they are assigned to the same GL sales and expense accounts as stock items but skip warehouse transactions. They can be linked to sales categories and used on quotes, orders, and invoices without affecting on‑hand balances.

Aptean warehouses map to Acumatica warehouse records, but Acumatica requires each warehouse to belong to a Branch. If Aptean runs a single-warehouse configuration, we create one Acumatica branch to hold it. Multi-warehouse setups in Aptean map to separate Acumatica branches each containing its own warehouse record.

Open Aptean sales orders map to Acumatica Sales Orders with the same order number preserved in the ExtRefNbr field. Order date, promised date, and required date carry over as-is. Line-level taxes and discounts translate to Acumatica's tax and discount detail lines per order line.

Closed Aptean sales orders do not map to open Acumatica sales orders — they become historical records loaded as opening balances in Acumatica's receivables module. Original order numbers are stored in the ExtRefNbr field of the corresponding AR Invoice for audit traceability.

Open Aptean purchase orders map to Acumatica Purchase Orders with the same PO number preserved. Expected receipt dates, vendor part numbers, and unit costs transfer as line-level detail. Multi-line purchase orders maintain their structure and sequence in Acumatica. All line discounts and tax categories are also transferred using the same value mapping tables applied to sales order lines.

Aptean inventory adjustments map to Acumatica Inventory Adjustments. Adjustment reasons are mapped to Acumatica's Reason Code pick-list. Multiple warehouse adjustments in Aptean for the same item create separate Acumatica transactions per branch. Each adjustment record includes the quantity delta, the source warehouse, and the GL account used for posting, all of which are validated against the branch-level subaccount mask before insertion.

Lot and serial number history migrates as linked transaction records under each Acumatica inventory item. Expiration dates, originating warehouse, and originating branch are preserved. Aptean's lot traceability reports are rebuilt in Acumatica using Generic Inquiries that join inventory transactions to lot/serial master records.

Aptean contact records map to Acumatica Contacts linked to the parent Business Account. Primary contact designation, phone, email, and role fields transfer directly. Multiple contacts per Aptean company map to multiple Acumatica contacts under the same Business Account. If a contact has a specific address, it is stored in Acumatica's Contact Address tab and can be marked as the primary shipping or billing address.

Aptean payment terms codes (Net 30, 2/10 Net 30, etc.) map to Acumatica Payment Terms by name match. Custom Aptean payment terms that have no exact Acumatica equivalent are created as new Payment Terms records before the migration runs, then referenced in the value mapping table.

Aptean territory or division codes have no native Acumatica equivalent. We map them to a custom Salesperson field on the Business Account for sales-rep routing, or to a Branch assignment if the territory corresponds to a physical branch location. The original Aptean code is stored as ExtRefNbr on the account for reference.

Aptean salesperson and owner IDs map to Acumatica Salespersons. Each Salesperson record in Acumatica can be assigned to a specific branch, which is set during migration based on the salesperson's Aptean territory or branch assignment. Commission rates translate to Acumatica's salesperson commission setup.

Aptean's integrated EDI transaction data (850 purchase orders, 810 invoices, 856 ship notices) has no direct Acumatica equivalent. We export EDI header and line data as structured files and load them into Acumatica as custom fields on the corresponding Sales Orders and AP Invoices. A Generic Inquiry is built to surface EDI reference numbers and transaction codes against each document.