Migrate from Aptean SouthWare to Odoo ERP

SouthWare Customer master records (address, contact, credit limit, payment terms) map to Odoo res.partner with partner_type=customer. The SouthWare customer number becomes the partner's ref field as the dedupe key. Custom Field-Level Objects on Customer are discovered during data profiling and mapped individually to Odoo custom fields on res.partner created via Odoo Studio. Payment terms from SouthWare map to Odoo property_payment_term_id on the partner.

SouthWare Vendor records (address, 1099 settings, AP terms) map to Odoo res.partner with partner_type=supplier. The vendor number becomes ref. 1099 settings from SouthWare map to Odoo's l10n_us_reports property if the US localization is installed; otherwise they are preserved in a custom field. Vendor-to-item cross-references from SouthWare map to Odoo's Supplier Info on product.template for preferred vendor pricing.

SouthWare Item records (description, cost, price, UOM, warehouse tracking) map to Odoo product.product with product.type (stockable, consumable, service) derived from the SouthWare item type. Assembly kit structures from SouthWare require decomposition: the kit header becomes a product.product with type=product and a linked BoM of type=kit; component items migrate as separate product.product records. UoM from SouthWare maps to Odoo's uom.uom model with category matching.

SouthWare open AP invoices, credit memos, and payment applications map to Odoo account.move records of type=in_invoice or in_refund with state=draft during import. Payment terms from the SouthWare vendor record map to Odoo's account.payment.term model. The open/closed status from SouthWare is preserved in a migration tag; open AP invoices are posted in Odoo after the vendor and product mapping is validated. Prepayments and retainers require separate configuration in Odoo.

SouthWare open AR invoices and credit memos map to Odoo account.move of type=out_invoice or out_refund with state=draft. Customer payment terms from the res.partner record apply at migration time. Outstanding AR balances are reconciled using Odoo's account.reconcile.model for automated matching against payments. Any unapplied customer credits become Odoo account.move lines of type=out_refund in draft state.

SouthWare Chart of Accounts maps to Odoo's account.account model with account_type assigned per Odoo's categorization (asset, liability, equity, revenue, expense). Pre-closed fiscal years from SouthWare are migrated as read-only account.move records with all journal entry lines preserved; post-closed years migrate as posted account.move records. We flag any SouthWare account that lacks a clear Odoo equivalent and escalate to the customer's finance team for manual account creation before GL migration begins.

SouthWare Sales Order and Purchase Order headers and line items map to Odoo sale.order and purchase.order records. Fulfillment status from SouthWare (backorder, shipped, received) maps to Odoo's procurement group and delivery status. We separate posted vs. unposted orders from SouthWare: posted orders migrate as confirmed sale.order; unposted orders migrate as draft sale.order so that the customer's Odoo team can review and post them through the standard workflow. Order numbers become Odoo name field for traceability.

SouthWare warehouse tracking with bin locations, quantity on hand, and lot/serial numbers maps to Odoo stock.quant and stock.location. Multi-bin locations from SouthWare become nested Odoo stock.location records under the warehouse's view locations. Lot and serial numbers from SouthWare map to stock.production.lot records linked to the product and location. The Assembly Work Order and Equipment Rental Management sub-modules from SouthWare are mapped separately as manufacturing orders (mrp.production) and rental stocks (stock.quant with rental reservation flags) respectively.

SouthWare Service Orders carry dispatch scheduling, technician assignment, repair history, and warranty references that split across two Odoo objects. Dispatch and technician data map to project.task records under a Field Service project (or generic project if Odoo Field Service is not licensed). Repair history and warranty references map to stock.lot records linked to the equipment product. Time entries from SouthWare service orders map to account.analytic.line on the related project. If the customer does not license Odoo Field Service, we map to project.task with a custom service-type stage and a sub-task per visit.

SouthWare Job Cost records track project-level profitability for phase-level tracking. Each SouthWare job becomes an Odoo project.project with analytic_account_id enabled. Phase-level costs from SouthWare map to account.analytic.line entries categorized by account (labor, materials, overhead) linked to the analytic account. Odoo's project billing app can generate invoices from analytic lines if the customer uses project billing; otherwise the Job Cost data is preserved for internal profitability reporting without invoice generation.

SouthWare payroll history (earnings, deductions, tax withheld, year-to-date figures) maps to Odoo hr.payslip and hr.contract records. FICA and tax withheld amounts require careful tax-code mapping to Odoo's country-specific payroll localization (US, CA, AU, etc.). We migrate current-period and YTD gross, net, and deduction figures as payslip lines on draft hr.payslip records. Tax mappings are configured per Odoo's payroll rules. We do not migrate tax filing history; that is preserved in year-end reports from SouthWare for the customer's tax preparer.

SouthWare Fixed Asset registers, depreciation schedules, and asset classifications map to Odoo account.asset.asset records. Accumulated depreciation and net book value from SouthWare migrate to Odoo's depreciation board entries. Asset classification codes from SouthWare map to Odoo's asset category (account.asset.category). Odoo's asset lifecycle model (draft, running, closed) is aligned with SouthWare's asset status flags. Disposals and asset sales require a separate Odoo asset disposal wizard run after migration.