Migrate from PayTraq to Epicor Prophet 21

PayTraq's standard GL account structure (Asset, Liability, Equity, Revenue, Expense types) maps directly to Epicor GLAccount with the same account code and type. Account groups in PayTraq map to GLAccount GLAccountGroup references in Epicor. We establish the chart first so that every subsequent transaction (Journal Entries, Invoices, POs) has a valid account reference at load time. Cost-center tagging from PayTraq maps to Epicor's CostCentre dimension if the destination is configured with cost center accounting.

PayTraq Clients map to Epicor Customer records. The client's default currency and payment terms map to Customer.CurrencyCode and Customer.TermsCode. Tax ID fields migrate to Customer.TaxRegime and the related TaxConnect tax code assignment. Multi-currency clients are supported in Epicor's customer master. PayTraq's client code becomes Customer.CustID; client name becomes Customer.Name.

PayTraq Suppliers map to Epicor Vendor records. Purchase terms, default currency, and tax ID map to Vendor.PaymentTerms, Vendor.CurrencyCode, and the TaxConnect configuration. PayTraq's supplier code becomes Vendor.VendorID; supplier name becomes Vendor.Name. We resolve any intercompany payable scenarios flagged during scoping.

PayTraq Products map to Epicor Part records. The product type (goods vs services) determines Part.TypeCode (Stocked vs Non-Stocked). Unit of measure from PayTraq maps to Part.IUM (primary inventory UOM) with UOMClass configured in Epicor before migration. Product pricing tiers from PayTraq's Price Lists map to Epicor Part.PricePerCode and the standard price book entries.

PayTraq Services map to Epicor Part records with TypeCode set to Non-Stocked since services do not carry inventory. Service price lists map to the same price book entries as Products, preserving the unified pricing table. Labour hour rates and service-specific fields migrate to Part rows flagged as non-stocked with the appropriate UOMClass.

PayTraq price list rows (product or service linked to currency, price tier, and effective date) map to Epicor Part.PricePerCode and Part.PriceList entries via PriceLBrk for volume-based pricing. All currency and effective-date combinations are preserved. We create one PricePerCode row per distinct currency on the source price list.

PayTraq Sales Invoices map to Epicor ARInvoice records for posted invoices or to OrderHed and OrderDtl for open or partially paid invoices. Invoice header fields (invoice number, date, customer, currency, tax rates, discount amounts) map directly. Invoice line items reference Products via Part.PartNum and the customer via Customer.CustNum. Multi-currency invoices carry the exchange rate from PayTraq into Epicor's currency factor fields.

PayTraq Purchase Orders map to Epicor POHeader and POLine. POHeader carries the supplier reference (Vendor.VendorNum), order date, and terms. POLine references Part.PartNum, quantity, unit cost, and required date. Partially received POs in PayTraq are flagged for the customer's Epicor admin to reconcile against receiving records since Epicor's receiving workflow (POReceipt) operates differently from PayTraq's model.

PayTraq Journal Entries map to Epicor GLJrnGrp (journal group/header) and GLJrnDtl (detail lines). Each journal entry in PayTraq becomes a journal group in Epicor; debit and credit lines become separate GLJrnDtl rows referencing GLAccount.GLAccountNum. Journal entries are sequenced after the Chart of Accounts is fully established in Epicor so that every account reference is valid. We flag any journal entries linked to prepaid expense or fixed asset records for manual reconstruction.

PayTraq warehouse locations map to Epicor Warehouse records. The warehouse code and name transfer directly. Bin locations within warehouses are mapped to Epicor WarehseBin records if PayTraq tracks bin-level detail; otherwise, a default bin is assigned per warehouse. Warehouse addresses migrate to the Warehouse's address configuration.

PayTraq does not provide a bulk export for warehouse inventory, so we reconstruct on-hand quantities by reading each product-warehouse combination individually via the PayTraq API. Each combination becomes an Epicor PartWhse record with PartNum, WarehouseCode, OnHandQty, and the last count date. This is a 1:N split because one Part exists across multiple PartWhse rows (one per warehouse). The per-record API reads extend extraction time significantly for large catalogs.

PayTraq Employees map to Epicor EmpBasic records. Employee name, department, and employment status transfer to EmpBasic.Name, EmpBasic.Dept, and EmpBasic.EmpStatus. Compensation fields and effective payroll dates are mapped to EmpBasic.LabORate and related pay-class configuration. We note that Epicor's full payroll module requires separate configuration and is not activated by the data migration alone.

PayTraq Fixed Assets map to Epicor FAsset records. Asset number, description, acquisition cost, acquisition date, and linked GL accounts transfer. Depreciation method (straight-line, declining balance) and accumulated depreciation amounts are flagged for manual verification because Epicor's FAsset uses asset books and depreciation calendars that require the customer's accountant to confirm the schedule before posting. We map the asset header and core fields; the depreciation book configuration is a separate reconciliation step.

PayTraq tracks financial loans as separate records with principal and interest schedules. These schedules are not exposed via API or CSV. We map the loan principal balance to a GLJrnDtl posting and flag the loan ID reference for the customer's accountant to build the recurring journal entry schedule in Epicor's Recurring Journal functionality. The loan's linked GL accounts from PayTraq map to Epicor GLAccount references for the liability and interest expense accounts.

PayTraq tax rates and tax codes referenced on invoices map to Epicor TaxCode records. We create the TaxCode and TaxConnect configuration for each distinct tax jurisdiction present in the source data. Tax agency setup (the legal entity responsible for remitting each tax) must be configured manually in Epicor since that requires the customer's legal entity and filing schedule, which are not carried in PayTraq's tax code records.

PayTraq opening balances for the current fiscal year map to an opening balance journal entry in Epicor. We create a single GLJrnGrp per fiscal period with all balance sheet accounts (Assets, Liabilities, Equity) as opening debit or credit postings. The trial balance totals must reconcile in Epicor before any transaction migration begins. This step is the foundation that every other object import depends on.