Migrate from PILOT:Suite to Acumatica

PILOT:Suite accounts map to Acumatica GL Accounts with the same account code and description. Multi-segment PILOT:Suite accounts (e.g., division-department-amount) split into Acumatica's Account + Subaccount structure. Active/inactive status is preserved. We validate that each Acumatica account type (Asset, Liability, Expense, Revenue, Other) is set correctly from the PILOT:Suite account classification before insert.

PILOT:Suite customer records with a single address become an Acumatica Customer with one default Customer Location. PILOT:Suite customers with multiple ship-to or bill-to addresses split into one Customer and multiple Customer Location rows linked by CustomerID. Payment terms, credit limit, and tax zone migrate as fields on the Customer record. We flag any PILOT:Suite customer without a unique email — Acumatica requires a contact email for the primary location.

PILOT:Suite vendor records map to Acumatica Vendors with the same vendor ID and name. PILOT:Suite multi-address vendor records split into Vendor + Vendor Location entities. 1099 reporting flag, payment term, and AP account assignment migrate as Vendor record fields. PILOT:Suite vendor contacts map to the first Vendor Location contact row. We preserve the PILOT:Suite vendor 1099 category and map it to the corresponding Acumatica tax setting.

PILOT:Suite inventory items split into Acumatica Stock Items (physical goods with quantity tracking), Non-Stock Items (goods without tracking), or Service Items (labor/services) based on the PILOT:Suite item type flag. Unit of measure, cost layer (FIFO/average), and item class code migrate as Stock Item attributes. Lot/serial number settings from PILOT:Suite map to Acumatica's lot/serial class assignment on the item.

PILOT:Suite open sales orders migrate as Acumatica Sales Orders with the same order number, customer reference, and line items. Open order status in PILOT:Suite maps to Acumatica's 'Open' or 'Completed' status by checking the PILOT:Suite fulfillment percentage. Pending quantities and unshipped lines create Inventory Allocation rows in Acumatica linked to the Sales Order. Order dates and requested shipment dates migrate as the Acumatica order date and ship-today fields.

PILOT:Suite open purchase orders map to Acumatica Purchase Orders with the same PO number and vendor reference. Line items, quantities ordered, and unit costs migrate as-is. The Acumatica PO status reflects the PILOT:Suite receipt-status field — partially received POLines create partially completed Acumatica PO records with remaining quantities. Unit costs are validated against any PILOT:Suite supplier price list on file.

PILOT:Suite invoices and credit memos migrate as Acumatica AR Invoices and AR Credit Memos respectively. Invoice date, due date, terms, and line items map directly. PILOT:Suite payment status (paid/unpaid/partially paid) drives the Acumatica open/closed balance flag. Fully paid invoices post to the General Ledger in Acumatica but carry a zero open balance. We preserve the PILOT:Suite invoice number as the Acumatica reference number.

PILOT:Suite vendor bills and credit memos migrate to Acumatica AP Bills and AP Credit Memos. The PILOT:Suite bill date, due date, vendor ID, and line amounts map to the corresponding Acumatica fields. PILOT:Suite holds/batch-flagged bills are migrated as 'On Hold' in Acumatica. We carry forward any PILOT:Suite bill-level notes or internal comments as the Acumatica description field on each line.

PILOT:Suite project or job records map to Acumatica Projects if the PM module is licensed. Project name, status, start and end dates, and budget amounts migrate as project-level attributes. PILOT:Suite project-specific tasks or cost codes map as Acumatica project tasks with the same WBS code. If the Acumatica PM module is not included in the destination license, project records migrate as generic custom fields or note attachments on the relevant customer or vendor record.

PILOT:Suite custom fields and extended properties that do not map to a standard Acumatica field become Usr-prefixed custom fields on the corresponding DAC (e.g., UsrPONumber__c on SOOrder or UsrShipVia on CARRIER). We publish each as a Customization Project, validate the field type (string, int, decimal, date, picklist) matches the PILOT:Suite data type, and activate the project in the destination tenant before inserting records. Picklist-based custom fields require manual value-mapping between PILOT:Suite codes and Acumatica segmented keys.

PILOT:Suite users tied to transactional records (order owner, invoice preparer, bill approver) are matched to Acumatica users by email address. If an Acumatica user account does not exist for the PILOT:Suite email, we flag the record before migration — you either pre-create the Acumatica user or assign those records to a fallback owner. PILOT:Suite user roles do not migrate; Acumatica security roles must be assigned separately in the Access Rights screen.

PILOT:Suite fixed asset records migrate to Acumatica Fixed Assets with asset ID, description, acquisition date, acquisition cost, and depreciation method. Asset class codes map to the Acumatica asset class, which drives the depreciation schedule and GL posting account. If the Acumatica FA module is not licensed, asset records migrate as note attachments with the asset register preserved as a CSV export.