Migrate from CLEAR Media ERP to Epicor Prophet 21

CLEAR Productions (feature, series, commercial, broadcast) map to Epicor Job records if the destination instance runs standard discrete or process manufacturing. If the Epicor instance includes Project Fulfilment, Productions map to Project with Job phases beneath, preserving the production name, type, and date range. We determine the correct destination structure during scoping based on the customer's Epicor edition and the financial reporting requirements for each production type.

CLEAR Dailies records contain shoot date, unit, and a set of linked Asset versions. We extract Dailies as master records and flatten the constituent asset version list, generating Epicor Job Material lines per dailies batch. The Epicor JobMtl record carries the asset description, quantity, and unit cost if available from CLEAR. Dailies status (pending review, approved, rejected) migrates as a custom field on the JobMtl rather than a native Epicor object field.

CLEAR Assets (cuts, playlists, masters, proxy files) with format, resolution, and transcoding metadata map to Epicor Part records if the destination treats media deliverables as inventory items, or to Epicor Document Management records (attached to the parent Job) if they are reference artefacts. We map the CLEAR asset type taxonomy (cut, playlist, master, proxy) to a Part Type code that the customer defines during configuration. Media file URLs are preserved as external reference links on the Part or Document record rather than raw bytes transferred.

CLEAR Work Orders are the operational spine linking human tasks and machine tasks with assignees, due dates, and asset references. They map to Epicor Job records with Operation steps representing each work package. We map the CLEAR Work Order status to Epicor Job status, assignee to Epicor Employee (resolved by email match), and asset references to the related Part or Document on the Job. Work Order due dates map to Epicor Job StartDate and DueDate fields.

CLEAR Work Orders carry embedded financial values (billed amount, description) inside the task rather than in a separate financial module. We extract any Work Order with a non-zero billed amount as a flag. The customer's Epicor admin determines whether these amounts import as Job estimated or actual costs, or as separate invoice records in Epicor AR/AP. We do not migrate a standalone Chart of Accounts from CLEAR because no such independent object exists on the source.

CLEAR Users (internal staff and external collaborators) with email, display name, and role map to Epicor User and Employee records. Permissions and access scopes are destination-specific; we map CLEAR role names to Epicor security role assignments based on a role matrix provided during scoping. Any CLEAR user without a matching Epicor User is held in a reconciliation queue for the customer's admin to provision before record import.

CLEAR entity records for production clients (Customers) and third-party service vendors (Vendors) map to Epicor Customer and Supplier records respectively. We strip any CLEAR-specific billing fields not present in the source record and flatten the entity contact details (address, phone, email) into Epicor's party model. The customer-facing entity type in Epicor is determined by the entity's role on each Production.

CLEAR Items represent deliverables, equipment, or services tracked for billing within a Production. They map to Epicor Part records with unit cost, description, and item type (finished good, raw material, service) preserved. We map Part Number from CLEAR's item identifier, Part Description from the CLEAR Item name, and Unit Cost from the CLEAR billed amount if available. Part-specific stocking and BOM data is not present in CLEAR and requires separate Epicor configuration.

CLEAR Documents (contracts, briefs, approval sign-off sheets) attached to Productions or Work Orders map to Epicor Document Management records linked to the parent Job or Part. We extract document metadata (name, type, date, owner) and import as Epicor DocType and Description fields. Document content (PDF, contract text) migrates if the file is accessible via a CLEAR storage URL; we do not transfer raw bytes unless scoped separately.

CLEAR approval records exist as status flags on Dailies and Assets (approver, timestamp, decision). We extract the approval chain as structured metadata and map it to a custom ApprovalChain__c field on the parent Epicor Job or Part record, with a timestamped Note attached to the record capturing the full approval history. Epicor does not have a native approval-chain object outside of the built-in PO or WO approval workflows, so the approval data is preserved as structured text rather than as a native workflow record.

CLEAR external collaborators (freelance crew, external vendors with login access) who are not Epicor-licensed employees map to Epicor Employee records marked as inactive or to the Customer/Prospect entity if they are production-client contacts. We resolve by email match and flag any role assignments that require an active Epicor User license, since external collaborators may not need full system access.

Epicor exposes Chart of Accounts, AP, AR, Bank Accounts, and GL as independent top-level financial objects. CLEAR has no equivalent standalone financial module. We do not migrate these Epicor objects from CLEAR because there is nothing to migrate. The customer's Epicor admin configures the Chart of Accounts and AP/AR setup as part of the Epicor implementation, separate from the data migration scope. We flag the gap in the written handoff document.