Migrate from Freespace ERP to Epicor Prophet 21

Freespace ERP organizes accounts around industry-specific modules rather than a generic COA structure, while Epicor uses a dimensional accounting model with GL Account segments and Cost Center assignments. We map each Freespace account code to an Epicor GL Account with appropriate dimension tags for Department, Division, and Cost Center. Cost-center assignments require explicit validation against Epicor's dimensional configuration. Any accounts that do not have a clear Epicor equivalent go to a reconciliation queue during scoping, and the customer determines the target COA structure before migration begins.

Freespace ERP customer and vendor records export with name, contact details, billing address, and payment terms. We preserve these fields 1:1 into Epicor Customer and Supplier Master records. We strip non-alpha ASCII characters from name fields before import to prevent Epicor's schema validation from rejecting the records. Active-status flag is verified and soft-deleted records are excluded. Payment terms map from Freespace picklist values to Epicor equivalent codes during the transform phase.

Freespace ERP item masters export with SKU, description, unit of measure, cost, and BOM associations for manufactured items. Multi-level BOM structures require an explicit scoping decision: preserve sub-assembly links as Epicor PartMtl hierarchy, flatten to single-level BOM explosion, or use a hybrid approach. We extract the full BOM tree during scoping, validate operations and work center assignments, and map item cost to Epicor's standard cost layer. Item warehouse assignments map to Epicor PartWhse records.

Open invoices, credit memos, and payment records export from Freespace ERP with document date, due date, amount, and payment terms. Payment terms appear as picklist values in Freespace ERP; we map these to Epicor payment term codes during transform. We chunk open document exports by document date to manage API payload size and import into Epicor's open AP and AR records in date order. Open balance amounts and aging buckets are preserved to maintain financial continuity.

Multi-stage production orders export from Freespace ERP with stage names, quantities, material consumption links, and operation sequences. The workflow stage names are user-defined in Freespace ERP, so we map these to Epicor MES stage values during scoping. We preserve operation sequences and work center assignments, map material requirements to JobMtl records with the parent Job Head, and flag any production orders in closed or cancelled status for separate archival handling. Back-flush and pre-flush material handling options are preserved as configuration notes for Epicor MES setup.

Transaction history in Freespace ERP includes production orders, material issues, inventory movements, and WIP activity. These are often large-volume exports requiring chunking by date range to stay within API limits. We sequence entries by posting date, map PartTran types to Epicor transaction codes, and preserve the transaction reference and source fields for audit traceability. Epicor recommends archiving historical transactions beyond 7-10 years before migration to avoid performance impact in the production database, per Epicor's data migration guidance.

Journal entry headers and line items export from Freespace ERP with account codes, debit/credit amounts, and dimensions. Line item sequence and dimension tags require field-level mapping to match Epicor's posting model. We validate fiscal period assignment for each journal entry against Epicor's open fiscal periods before import and flag any entries that fall in closed periods for customer review. Journal entry references and memo fields are preserved as Epicor Journal Memo values.

Freespace ERP employee profiles export with name, department, job title, hire date, and employment status. We map these to Epicor Employee and HrEmployee records 1:1. Department and job title fields map to Epicor's HRMS structure. We flag any custom employee properties added via the platform's field management UI during scoping and explicitly include them in the export field list. Active and inactive employment status is preserved as Epicor HR status codes.

Compensation records contain effective-dated rows with pay frequency, salary or wage rates, and deduction codes. Freespace ERP retroactive adjustments can create rows where the effective date is earlier than the record creation date, producing non-sequential ordering. We flag these gaps during extraction, sort compensation rows by effective date before importing, and validate fiscal period assignment in Epicor. Pay frequency flags map to Epicor pay frequency codes, and deduction codes are mapped to Epicor's deduction and benefit configuration.

Freespace ERP supports custom properties on standard objects added during onboarding. These extended fields may not appear in the platform's default export templates, so we enumerate all active custom field definitions during scoping against the platform's field management UI and explicitly include them in the export field list. Custom field values map to Epicor UD fields on the corresponding business objects using Epicor's UD Column Map configuration. The customer confirms UD field availability in their Epicor edition before migration.

Freespace ERP stores file attachments and document records, but the platform's API does not expose a documented bulk download endpoint for binary assets. We do not migrate attachments or binary documents. We preserve a written manifest of all attachment metadata (filename, file type, parent record type, parent record ID, upload date, and file size) for the customer's team to reattach manually post-migration. The customer may also engage an IT-managed bulk reattachment process using Epicor's document management capabilities after migration.

Freespace ERP workflows and production automations do not migrate to Epicor MES because they represent business process logic specific to Freespace's configuration model. Epicor MES uses job-based and operation-based workflow logic (JobMtl, JobOper, scheduling rules, MES routing) that is architecturally different from Freespace's workflow triggers. We deliver a written inventory of every active Freespace workflow and automation with its trigger conditions, configured actions, and a recommended Epicor MES rebuild approach. The customer's Epicor implementation partner or internal admin rebuilds these post-migration.