Migrate from Newton ERP Software to Epicor Prophet 21

Newton ERP maintains a Chart of Accounts tied to the company profile with account codes, names, and types (Revenue, Expense, Asset, Liability). We map each account to Epicor's GL Account structure, preserving the account type classification to ensure correct posting rules in Epicor's journal entry and financial reporting modules. Account codes are validated against Epicor's segment structure (natural account + optional divisions, departments, or locations) and remapped if the source uses a flat code scheme.

Customer records carry name, GST number, address, contact info, and credit terms. Newton ERP's GSTIN field maps to Epicor's Tax ID field with GST registration type flagged. We extract all standard fields plus any custom fields added via Forms Customization, mapped to Epicor Customer UDFs. Customer is loaded before any Sales Order records to satisfy the parent-reference requirement in Epicor's Order Management module.

Vendor records mirror Customer records with the addition of bank details and PAN/TAN. The vendor list is used by the Purchase module to generate Purchase Orders and GRNs. We preserve the full vendor record including bank account, PAN, and TAN fields mapped to Epicor Vendor UDFs, with the vendor loaded before any Purchase Order records.

Items include name, SKU, unit of measure, opening stock, reorder level, and valuation method (FIFO, Average, Standard). Newton ERP tracks stock in real-time via the Inventory module; we export the item master, current stock quantities, and warehouse assignments. Epicor's Part table requires a Part Class assignment for costing and stocking; we map Newton ERP item categories to Epicor Part Classes during the transform phase. HSN/SAC codes from Newton ERP's tax configuration migrate as Part UDFs for GST applicability.

Outstanding receivables and payables are tracked in Newton ERP's Accounts module and updated as invoices and payments are recorded. We extract open balance, invoice date, due date, and aging bucket for each open AR and AP record. In Epicor, open AR invoices load into InvcHead with status set to open (not posted), and open AP invoices load into VendInvhdr with status set to open. The customer decides whether to migrate only open invoices or include the last 12-24 months of closed invoices for continuity; closed invoice migration increases scope significantly.

Sales Orders are created against Customers and reduce inventory in Newton ERP. Open and closed orders both carry line items with quantity, rate, tax, and discount. We export full line-item detail and order status. Open orders (not yet shipped or invoiced) load as Epicor OrderHed and OrderDtl with status set to open. Closed orders are migrated as historical records if the customer requires full order history; otherwise they are excluded to reduce scope.

Purchase Orders link to Vendors and drive GRN (Goods Receipt Note) creation. We export PO header data and line items, mapping vendor references to the destination Vendor records loaded earlier. In Epicor, open POs load as POPOHeader with POPORel releases, and GRN receipts map to Epicor's Receipt Entry process against the PO.

Newton ERP's HR module holds employee profiles, salary slips, and hiring records. Employee numbers and department assignments vary between implementations. We export the employee master and map departments to Epicor's Department and DcdUserID fields. Compensation data (salary slips) migrates as historical Pay History records if the customer requires payroll continuity; otherwise the employee master alone is migrated with a note that Epicor's HR module requires separate payroll configuration.

Newton ERP exposes Forms Customization, meaning some records carry non-standard properties added by the customer. We audit the source tenant during scoping, enumerate every active custom field, and map each to an equivalent Epicor UDF (User-Defined Field) on the matching table. Epicor UDFs are created before data import begins. Fields that have no equivalent in Epicor's schema are listed in the handoff document for the customer's Epicor admin to configure post-load.

Newton ERP supports document attachments at transaction and master-record level, but there is no evidence of a public attachment export API or reliable bulk attachment extraction mechanism. We cannot guarantee complete or structurally intact bulk attachment extraction from Newton ERP. This limitation is disclosed during scoping and documented in the handoff package; the customer manages document migration manually or through a separate file-transfer engagement.

Newton ERP's Forms and Workflow Customization features are not exported in standard data dumps. Workflows, approval chains, alert rules, and dashboard customizations do not migrate to Epicor as code. We deliver a written inventory of every active workflow and custom form configuration during scoping, with a description of the rule logic and a recommendation for Epicor Kinetic equivalents (Kinetic BPM, Dashboard Designer). The customer's Epicor admin or implementation partner rebuilds them post-migration.

Closed Sales Orders, closed Purchase Orders, and posted invoices that Newton ERP has finalized are migrated as historical records in Epicor's GLJrnDtl (general ledger journal detail) table if the customer requires full fiscal history. This is an optional scope item negotiated during scoping. Historical transaction migration is typically limited to the last 12-24 months due to Epicor's posting-date constraints and the volume of records in a mature Newton ERP installation.