Migrate from Pilot ERP to Dolibarr ERP

Pilot ERP Customer records map directly to Dolibarr Third Party records with the Customer type flag enabled. We extract the customer name, address, contact details, payment terms, and any custom fields and populate the corresponding Dolibarr socpeople (contacts) table linked to the Third Party. Email, phone, and country fields must follow Dolibarr's ISO country code and email format validation during import.

Pilot ERP Vendor master records map to Dolibarr Third Party records with the Supplier type flag. We preserve vendor address, payment terms, and outstanding Bills linked to the vendor. Any Pilot ERP Vendor record that shares an email domain with a Customer record is flagged during reconciliation for the customer to confirm whether it represents the same entity in Dolibarr.

Pilot ERP Items map to Dolibarr Products with type (product vs service) determined by the item category. Barcode-labelled inventory records in Pilot ERP are linked to Items by part number; we verify every barcode-labelled record resolves to an existing Product in Dolibarr and flag any orphaned barcode references. Stock levels migrate to Dolibarr's stock warehouse entries. Costing method (FIFO, average) maps to Dolibarr's PMP (Weighted Average Price) field.

Pilot ERP Work Orders have no direct Dolibarr equivalent because Dolibarr lacks a native Work Order or manufacturing order module. We map Work Orders to Dolibarr Projects, preserving the Work Order number as the Project reference, the linked finished-good Item as a custom field on the Project, and the Work Order status (Open, In-Process, Closed, Cancelled) as a Project status value. Raw material requirements and BOM references migrate as Project task notes. Customers acknowledge this gap during scoping and approve the Project-based workaround before migration.

Pilot ERP Purchase Orders map to Dolibarr Supplier Order (Commande Fournisseur). We capture open PO status and flag any Work Orders still referencing closed or partially received Purchase Orders so the customer can resolve orphaned links before destination go-live. PO line items map to Supplier Order lines with the Product reference resolved, quantity preserved, and unit price transferred.

Pilot ERP Invoices map to Dolibarr Customer Invoice (Facture Client). We import open invoices with their payment status and remaining balance. Historical paid invoices migrate with full line-item detail for audit trail continuity. Invoice PDFs do not migrate through the API; we document every invoice reference for the customer's admin to attach manually or re-upload as Dolibarr document files.

Pilot ERP Bills from Vendors map to Dolibarr Supplier Invoice (Facture Fournisseur). We preserve outstanding balance, payment terms, and partial-payment history linked to the originating Vendor Third Party record. Any Bill with an unmatched Vendor reference is held in a reconciliation queue until the Vendor record is confirmed in Dolibarr.

Pilot ERP Job Costing breaks costs into material, labor, and overhead components per job or Work Order. Dolibarr does not have a native cost component structure. We map material costs to Project task line items, labor costs to a second task type with hours and rate extrafields, and overhead as a custom extrafield on the Project. Any cost components that cannot map automatically are flagged in a cost matrix delivered to the customer for manual configuration in Dolibarr before financial data loads.

Pilot ERP's Chart of Accounts extracts to Dolibarr's Accounting module account records. We preserve account number, name, and type (asset, liability, equity, income, expense). Accounts with transactions that do not map cleanly to Dolibarr's account structure are flagged in the deliverable for the customer's accountant to review and reassign before the accounting data load begins.

Pilot ERP supports user-defined custom fields on standard objects, but there is no documented schema export endpoint. We inventory custom fields during discovery by reviewing Pilot ERP's field configuration screens with the customer. We then recreate these as Dolibarr Extrafields on the corresponding objects (ThirdParty, Product, Project, Invoice) before the data load phase. Field type mapping (text, date, numeric, dropdown) is validated against Dolibarr's supported Extrafield types.

Pilot ERP attachments (drawings, PDFs, photos linked to Work Orders, Customers, or Items) cannot be extracted via a documented public API. Dolibarr stores documents in its documents/ directory. We document every attachment reference during discovery with the record it belongs to, and request that the customer either provide database access for direct file extraction or manually export critical documents. If neither option is available, we migrate record metadata and flag missing files explicitly in the deliverable.

Pilot ERP user accounts and employee records map to Dolibarr Users. We extract user name, email, and role/permission level from Pilot ERP and create corresponding Dolibarr User accounts with matching permissions. Active vs inactive status preserves. Any Pilot ERP user without an email is flagged for the customer to assign a login email before migration.

If the Pilot ERP deployment includes sales order functionality beyond Quotes, these map to Dolibarr Customer Order (Commande Client). Order status and linked Customer Third Party records resolve at migration time. Line items map with Product reference, quantity, and price.

Pilot ERP Quotes map to Dolibarr Commercial Proposal (Propale). We preserve the quote number, date, expiry date, linked Customer, and line items. Proposal status (Draft, Sent, Accepted, Declined) migrates to Dolibarr's Proposal status field. Any open Quotes with expired dates are flagged for the customer to review and re-validate before final migration.