Migrate from Herbst Insight ERP to Epicor Prophet 21

Herbst Customer records carry billing address, shipping address, and contact details in a single master record. We map field names directly to Epicor Customer table (CustNum, Name, isActive, CreditLimit, PaymentTerms) and reconstruct the ShipTo address hierarchy using the ShipTo records that Herbst exports separately. Any customer credit-hold flags or payment-term overrides migrate as Epicor Customer-specific fields. Customer is imported before any Order or AR record because Epicor requires a valid CustNum reference.

Herbst Supplier records store address, banking details, and purchasing terms. We map to Epicor Vendor table (VendorNum, Name, isActive, PaymentTerms, BankName, BankAccount). Herbst vendor hierarchy (if one exists) maps to Epicor's parent Vendor relationship. Open PO references attached to a vendor account are held for separate PO migration after vendor validation.

Herbst Items carry pricing, cost, stock-control settings, and BOM data for manufacturing variants. We map PartNum, PartDescription, CostMethod, ClassID, UOM, and any planning fields to Epicor Part table. Herbst variant attributes map to Epicor PartRev for BOM levels. Part must be imported before Order lines, Quote lines, and any BOM/Routing migration because Epicor requires a valid PartNum on related records.

Herbst's COA is fully exportable with account codes, names, and posting-level flags. We map AccountNum and Description to Epicor GL Account (Acct, Description, Type, Active). Tax codes migrate as separate Epicor Tax Jurisdiction records rather than GL Account entries. The GL Account structure (segmented vs flat) is preserved; segmentation rules are documented in the mapping spec for Epicor admin configuration.

Open receivables must migrate as balanced header-level records with line-item detail to maintain referential integrity in Epicor's AR module. We extract Herbst AR header (invoice number, date, customer reference, total) and line items (amount, distribution account) and map to Epicor InvcHead and InvcDtl. Any unmatched Customer references are escalated before AR load. Open AR is imported after Customer validation but before Order history.

Open payables migrate to Epicor AP Invoice (APInvcHead, APInvcDtl) using the same header-line pattern as AR. Vendor references are validated against the vendor import. Prepayments and credit memos migrate as separate adjustment records. AP load follows vendor validation and precedes GL balance verification.

Herbst Sales Order history exports as header and line records separately. We reconstruct the order by matching OrderNum on header and OrderNum + OrderLine on lines. Status flags (open, partial, complete, voided) map to Epicor OrderHed.OpenLine and OrderHed.Hold values. We flag any orders with status=voided for exclusion unless the customer explicitly requests voided order history preserved as historical records.

Herbst Purchase Order records map to Epicor POHeader and PODetail using the same header-line split pattern as Sales Orders. Vendor references are validated. Open PO status flags map to Epicor POHeader.OpenRelease. Closed POs migrate as historical records; cancelled POs are flagged for exclusion unless the customer requests them preserved.

Herbst stock records include location, batch, and serial number fields that vary by warehouse configuration. Each Herbst warehouse location maps to an Epicor PartBin record scoped to a PartWhse. We harmonize multi-warehouse stock records, validate bin-level data against the destination warehouse configuration, and flag any Herbst location codes that have no Epicor equivalent for admin resolution before stock load. Serial and batch numbers migrate to PartBin with their respective tracking flags set.

Herbst BOM data requires explicit transformation to Epicor's PartRev (revision) and PartOpr (operations) structure. Each Herbst BOM level maps to a PartRev revision, with component relationships expressed through PartOpr linked to PartMtl. BOMs with phantom assembly flags map to Epicor PartRev.ECO flag or alternate methods. This is a configuration-intensive step that requires the customer's engineering and production leads to approve the BOM mapping rules before we load.

Herbst payroll stores effective-dated compensation, deduction codes, and payroll run history subject to Irish employment law compliance. Due to jurisdiction-specific requirements, we migrate payroll as summarised records rather than granular timesheet lines. Employee master records (name, employment dates, department, pay rate) map to Epicor Employee. Pay period summaries migrate to Epicor's payroll journal structure. The customer finance and HR leads must approve the payroll schema mapping before any compensation data loads.

Herbst User records include role assignments and access permissions that do not map 1:1 to Epicor's security model. We extract the full user list with role flags and store as a reconciliation inventory. Epicor admin configures User accounts, Employee records, and Role assignments from that inventory post-migration. The user's Epicor Plant and Company scoping is set during this configuration phase.

Herbst Insight ERP allows custom fields within modules. We catalog all custom field definitions during discovery, map them to equivalent Epicor UD fields (UD01–UD12, or company-defined UD codes) based on the target module, and document the mapping in the schema spec. Epicor UD field data types are configured to match Herbst source types (string, number, date, checkbox).

Herbst Time and Attendance entries map to Epicor Labor records scoped to the appropriate JobNum and LaborType. We map clock-in/clock-out pairs to Epicor's LaborDtl entries with PayRate inference from the Employee record. Timesheet approvals migrate as Epicor LaborHdr with ApproverUserID resolved via the User inventory. Attendance summary records migrate to Epicor's TimeOff accrual tables if the destination includes the HR module.