Migrate from Aptean SouthWare to Epicor Prophet 21

SouthWare Customer master records map to Epicor Customer. The SouthWare Customer file carries address, contact, credit limit, and payment terms fields. We map these to Epicor Customer.Name, Customer.CustID, Customer.Address fields, and Customer.TaxRegion. Credit limit and payment terms migrate as Customer records are extended. Ship-to addresses from SouthWare's multiple ShipTo records per Customer map to Epicor CustomerShipTo records via the ShipTo lookup relationship.

SouthWare Vendor records include address, 1099 settings, and accounts payable terms. These map to Epicor Supplier records with VendorName as Supplier.Name, VendorID as Supplier.VendorID, and 1099 data into Supplier.TaxpayerID and Supplier.TaxRegion. The vendor-to-item cross-reference relationships migrate separately as SupplierPart records if the customer uses vendor-managed catalog data in Epicor.

SouthWare Item records include description, cost, price, unit of measure, and warehouse tracking. These map to Epicor Part records (Part.PartNum, Part.SearchDescription, Part.ProdCode, Part.TypeCode). Assembly BOM and kit structures require decomposition: SouthWare kit parents and their component line items decompose into Epicor Part.BOM and Part structure records. Lot and serial tracking settings from SouthWare migrate to Epicor Part.LotSharge and Part.SerialTracking configuration.

SouthWare open AP invoices, credit memos, and payment applications carry open/closed status that must be preserved. We map outstanding AP records to Epicor APInvoice (invoices and credit memos) and APAdjust (payment applications). The open/closed status in SouthWare determines whether the Epicor record posts to an open fiscal period or is held. Vendor lookup resolution is required because Epicor APInvoice references Supplier by SupplierNum internally.

SouthWare open AR invoices, credit memos, and payment applications migrate to Epicor ARInvoice and ARAdjust. We separate posted from unposted AR records and map the payment terms to Epicor ARInvoice.Terms. Customer lookup by Customer.CustID resolves the parent Customer reference at migration time. Unapplied credit memos become ARInvoice records with negative DocTotalAmt.

SouthWare GL records include journal entries, account balances, and cashflow ledger entries. We map account codes to Epicor GLAccount by parsing the SouthWare account structure into Epicor's segment schema (typically Account Segment + Division or Cost Center). Pre-closed fiscal years are migrated as GLAcctHist balance snapshots (read-only) rather than individual journal lines. Open and Adjusting period records migrate as GLJrnEntry lines with period status matching Epicor's open period rules.

SouthWare Sales Orders map to Epicor OrderHed (order header) and OrderDtl (order lines). We separate posted versus unposted orders: posted orders migrate as closed or completed records; unposted orders migrate as open orders in Epicor's OrderHed with OrderLine carry-forward. Order status from SouthWare maps to Epicor OrderHed.OrderRel: pending, released, partial ship, and shipped states have distinct Epicor lifecycle mappings. Customer and product lookups resolve via CustNum and PartNum at migration time.

SouthWare Purchase Orders map to Epicor POHeader and PODetail. Vendor lookup resolves via VendorNum. Order status (open, partial receipt, closed) maps to Epicor POHeader.POStatus and PODetail.POLineLineDesc. Lines without receipt in SouthWare import as open PO lines; fully received lines import as closed with receipt history if the customer requests historical completeness.

SouthWare warehouse tracking, quantity on hand, and bin locations migrate to Epicor PartBin records. Each SouthWare warehouse code maps to a Plant in Epicor (Epicor supports multi-plant configuration). Bin locations from SouthWare map to PartBin.BinNum. Assembly Work Order inventory and Equipment Rental Management sub-types migrate as separate PartBin records or as JobMtl/JobOper entries if the destination is Epicor Kinetic with job tracking enabled.

SouthWare Job Cost records track project-level profitability with phase-level tracking. These map to Epicor Project records (Project.ProjectID, Project.Description, Project.StartDate, Project.DueDate) with phases as ProjectPhase records. Phase-level revenue and cost rollups from SouthWare map to ProjectPhase.BurdenedCost and ProjectPhase.Revenue. If the customer uses Epicor's job-tracking model for manufacturing, SouthWare job cost records map to JobMtl and JobOper entries under a JobHead record.

SouthWare Service Orders with dispatch scheduling, technician assignment, repair history, and warranty references map to Epicor FieldService records (FSContHead for service contracts and FSSched for scheduling). Warranty lookup references migrate as FSContract records. If the destination Epicor edition does not include FieldService, service order headers and line items map to OrderHed and OrderDtl with a service-specific OrderType, and we flag this configuration gap in the handoff document.

SouthWare payroll history includes earnings, deductions, and tax withheld. Current-period and year-to-date figures migrate to Epicor Payroll records (Prhdr header and PREmpDed detail lines). FICA and tax data require careful tax code mapping: SouthWare tax codes map to Epicor TaxRegion and TaxCode combinations. Employee records link via EmpNum lookup resolved by employee ID matching. Pre-closed payroll years are migrated as historical read-only records matching Epicor's payroll history cutoff rules.

SouthWare Fixed Asset registers, depreciation schedules, and asset classifications map to Epicor FaHdGen (asset header) and FaTran (depreciation transactions). Accumulated depreciation and book value migrate to FaHdGen.AssetBal and FaHdGen.AcqCost. Asset classification codes from SouthWare map to FaHdGen.ClassCode and FaHdGen.ParentNum for asset hierarchies. Depreciation method (straight-line, declining balance) migrates to FaTran.Calculated and FaTran.DeprMethod.

SouthWare Field-Level Objects and custom Field Filters added via its Objects feature are discovered during data profiling. We map each discovered custom field to an Epicor UD Column on the appropriate table (UD Column Map). The mapping is one custom object to one or more UD Column entries depending on the field type. Customer must enable UD Fields in Epicor System Setup before migration. This step adds a dedicated profiling sprint to the project timeline because custom objects are not visible in SouthWare standard data dictionaries.

SouthWare stores document attachments as files on the application server rather than as database BLOBs. We do not migrate binary attachments. We export a file manifest listing every attachment reference: document type, record link, file path on the SouthWare server, file name, and last-modified date. The customer uses this manifest to manually transfer, archive, or link files post-migration. If Epicor contains a document management module (EDMS), we provide a mapping from the manifest to Epicor Document records.