Migrate from Aptean SouthWare to Dolibarr ERP

SouthWare Customer records (name, address, contact, credit limit, payment terms) map to Dolibarr Third Party records with the_customer flag set to 1. We transform fixed-width field positions into Dolibarr's columnar CSV format and import through Third Parties > Import or the REST API. Custom field-level objects on Customer are discovered during profiling and mapped to Dolibarr extrafields per object. Payment terms from SouthWare map to Dolibarr's cond_reglement_code lookup table.

SouthWare Vendor records (name, address, 1099 settings, accounts payable terms) map to Dolibarr Third Party records with the_supplier flag set to 1. The vendor-to-item cross-reference relationships from SouthWare are preserved as Product-supplier price entries (conditionnement and supply modes) in Dolibarr rather than as a separate relationship table.

SouthWare Item records (description, cost, price, unit of measure, warehouse tracking) map to Dolibarr Product records with type=0 for stockable items and type=1 for services. Assembly work order kit structures from SouthWare require decomposition into Bill of Materials (nomenclature) records in Dolibarr before import, as Dolibarr stores BOM as a separate module. Serial and lot number tracking migrates to Dolibarr's lot/serial number table.

SouthWare open AP invoices, credit memos, and payment applications map to Dolibarr fakture_supplier records in draft (status = 0) status at import time. Outstanding amounts and due dates preserve as-is. We separate posted AP records from unposted AP records and import unposted items as draft invoices that the customer's AP team posts after reviewing in Dolibarr, preventing inadvertently re-opening closed periods.

SouthWare open AR invoices, credit memos, and payment applications map to Dolibarr facture records in draft (status = 0) status at import time. Customer balance, credit limit utilization, and payment terms are preserved. Posted vs. unposted AR status is encoded as a Dolibarr fk_statut value; unposted records land as drafts for AP/AR staff to post after verification.

SouthWare GL account codes and current balances map to Dolibarr's compta_account_general table. Year-end closing procedures in SouthWare seal the GL for pre-closed periods; we flag each pre-closed fiscal year and migrate account balances as read-only snapshots rather than individual journal entry lines. Dolibarr's accounting module must be activated and configured with the same fiscal year structure before GL migration begins.

SouthWare sales order headers and line items map to Dolibarr commande records (fk_soc = Third Party, fk_statut = status). Fulfillment status in SouthWare maps to Dolibarr's order status progression (draft, validated, shipped, delivered). Posted vs. unposted SouthWare orders are separated during transformation; unposted orders migrate as draft Dolibarr orders for review before the customer activates the order lifecycle.

SouthWare purchase order headers and line items map to Dolibarr commande_fournisseur records linked to the supplier Third Party. Status and fulfillment state follow the same posted vs. unposted separation pattern as sales orders, with unposted POs landing as drafts in Dolibarr for the purchasing team to validate.

SouthWare cash and bank account records map to Dolibarr compta_bank_account entries with account number, label, and currency. Cashflow ledger entries from SouthWare are mapped to Dolibarr's bank transaction records (compta_prelevement and payment lines) linked to the relevant invoices.

SouthWare service order dispatch scheduling, technician assignment, repair history, and warranty references require decomposition into Dolibarr's Project (linked to the customer Third Party) and Product-as-Service records. Dolibarr's Service module must be activated before importing service records. Warranty references migrate as text notes or custom extrafields on the linked Project or Product record, as Dolibarr's native warranty tracking is module-gated and less granular than SouthWare's service management.

SouthWare payroll history including earnings, deductions, tax withheld, and YTD figures maps to Dolibarr's HR module tables (llx_user, llx_salary) via direct CSV import or SQL insertion. FICA and federal/state tax codes require manual mapping to the destination's tax configuration during setup. Current-period and YTD figures import as historical salary records; we do not migrate payroll as live active payroll processing because the payroll engine and tax filing integrations differ between platforms.

SouthWare Job Cost records track project-level profitability for project-service companies using phase-level structures that are distinct from standard inventory. We map SouthWare Job Cost to Dolibarr's Project object and preserve phase-level detail using Project tasks with budget tracking. Phase-level profitability (budgeted vs. actual hours and costs) migrates to Dolibarr's Project budget and task cost fields, which support third-party and product time/cost entries. This mapping requires the Dolibarr Projects module to be activated before import.

SouthWare fixed asset register, depreciation schedules, and asset classifications map to Dolibarr's Asset module (llx_asset). Accumulated depreciation and net book value transfer to Dolibarr's asset_depreciation_lines table. SouthWare asset status (active, disposed, fully depreciated) maps to Dolibarr's fk_asset_type and status fields. The Dolibarr Asset module must be activated and configured with the same fiscal year depreciation calendar before migration.

SouthWare user accounts and owner assignments are not normalized in export files. We extract users by login name and map them to Dolibarr users by login match. Role and permission data migrates as Dolibarr permission profile assignments (fk_user_group). Any SouthWare user without a matching Dolibarr user goes to a reconciliation queue for the customer's admin to provision accounts before record import resumes, as OwnerId references on orders, invoices, and projects require an active Dolibarr user.

SouthWare Field-Level Objects and custom Field Filters are created by Solution Partners and are not visible in standard SouthWare data dictionaries. We discover these during the data profiling sprint and generate per-field mappings to Dolibarr extrafields (llx_extrafields) for the relevant object. Each discovered custom object is mapped individually with its data type, validation rules, and default values translated to the equivalent Dolibarr extrafield definition. The destination Dolibarr instance must have the relevant module activated before extrafields can be attached.