Migrate from Kafinea to Acumatica

Kafinea's customer record holds the primary contact, billing address, and shipping location in one entity. Acumatica separates Customer (the account) from Customer Location (addresses and contacts per site). We split the Kafinea record into the Acumatica Customer header and a primary Customer Location. Additional Kafinea locations that share the same customer become additional Location records under that Customer in Acumatica.

Kafinea vendors map to Acumatica Vendors analogously to the customer split. The primary vendor address and contact become the default Vendor Location. If Kafinea stores multiple contact persons per vendor, the primary contact becomes the vendor's main contact record and additional contacts are stored as notes or exported to a custom contact-referencing field.

Kafinea stock items with quantities and warehouse tracking map directly to Acumatica Inventory IDs with the 'Stock Item' box checked. Unit of measure conversions defined in Kafinea's price book carry over as UOM classes in Acumatica's Stock Items screen. Physical quantities require warehouse records to exist in Acumatica before inventory quantities can post.

Kafinea services, digital products, and non-inventoried items map to Acumatica Non-Stock Items. These carry description, default unit price, and GL account assignment. If Kafinea tracks them with cost prices, those values populate the Item Costs tab in Acumatica for reporting purposes.

Kafinea contacts associated with a customer map to Acumatica Contacts linked to the corresponding Customer Location. Standalone Kafinea contacts without a parent customer require either a dummy customer record or an Employee Contact approach — our migration plan surfaces these for your Acumatica admin to resolve before import.

Kafinea invoices map to Acumatica AR Invoices with header fields (customer, date, terms, reference number) and line items (inventory ID or description, quantity, unit price, tax category). Open invoices post to the AR register; paid invoices post and are matched against payments during the trial-balance reconciliation phase. Historical paid invoices import as posted documents.

Kafinea purchase invoices map to Acumatica AP Bills. Vendor, invoice number, date, due date, and line items transfer directly. Prepayments tracked in Kafinea map to Acumatica Vendor Refunds or Prepayments applied against the bill. Unpaid AP Bills must balance before posting; our pre-flight validation catches out-of-balance records before they reach Acumatica.

Kafinea GL accounts map 1:1 to Acumatica GL Accounts. Account code, description, account type (Asset, Liability, Income, Expense), and active status transfer directly. If Kafinea uses a segmented account code structure (e.g., 4-4-2-1), those segments become Acumatica's Subaccount dimension — our plan defines the segmentation mapping before any transaction data lands.

Kafinea projects map to Acumatica Projects with tasks representing work breakdown items. Timesheet entries for labor tracking become Project Time Cards with the appropriate employee, project task, and hours. Billable rates from Kafinea's project settings transfer as default billing rules in Acumatica's Project Management module — note that the Project Management application license is required in Acumatica.

Kafinea price lists per customer or customer tier map to Acumatica Sales Prices attached to Inventory IDs or to Customer Price Classes that override default pricing. Tiered pricing rules in Kafinea require either a custom Sales Price worksheet per tier or Acumatica's volume-discount mechanism — our migration plan presents both options based on your Kafinea price rule count.

Kafinea automation workflows define triggers, conditions, and multi-step actions across modules. Acumatica has no direct workflow migration path. We export your Kafinea workflow definitions as structured JSON and PDF reference documents. Your Acumatica administrator uses these as blueprints for rebuilding equivalent automation using Acumatica's Business Events, Generic Inquiries, and notification templates.

Kafinea's customizable fields on any entity require Acumatica User-Defined Fields. Before migration, we deliver a UDF creation checklist listing each Kafinea custom field's name, data type, and target screen in Acumatica. Your Acumatica admin creates the UDFs in the Customization menu; our migration then populates them during the record import. Custom fields on Kafinea objects with no Acumatica equivalent are flagged as reference-only custom fields.