Migrate from PILOT:Suite to Dolibarr ERP

PILOT:Suite Items map to Dolibarr Products with type=Product for physical goods and type=Service for non-inventory items. PILOT:Suite item properties (SKU, description, unit of measure, cost price, sell price) map to Dolibarr fields ref, label, units, cost_price, and price. If PILOT:Suite uses item variants, each variant becomes a separate Dolibarr Product; multi-variant handling requires scoping during discovery.

PILOT:Suite Warehouses map directly to Dolibarr Warehouses (stock_warehouse table). The stock module must be enabled in Dolibarr before migration. Warehouse address, manager, and status fields migrate as Warehouse properties. We resolve warehouse references on Item-warehouse assignment records during import so that stock quantities land in the correct warehouse.

PILOT:Suite item-warehouse assignments (stock quantities per item per warehouse) map to Dolibarr stock_product records linked to the product and warehouse. Each stock record is created after both the Product and Warehouse records exist in Dolibarr. We use Dolibarr's stock movement API to set initial stock levels rather than direct SQL writes to preserve trigger integrity.

PILOT:Suite Customers map to Dolibarr Third Parties with the Customer checkbox enabled. PILOT:Suite customer fields (name, address, phone, email, tax ID, payment terms) map to the corresponding Dolibarr fields. The customer code in PILOT:Suite becomes the code (ref) field in Dolibarr and is used as the dedupe key during import. We create the Third Party record before any linked Sales Orders or Invoices to satisfy the socid foreign key.

PILOT:Suite Vendors map to Dolibarr Third Parties with the Supplier checkbox enabled. Vendor fields (name, address, phone, email, tax ID, payment terms) migrate identically to Customer mapping. The dedupe key is the vendor code. Third Parties that are both customers and suppliers get both type flags set in Dolibarr.

PILOT:Suite Purchase Orders map to Dolibarr Supplier Orders (commande_fournisseur). Status mapping: PILOT:Suite Draft/Submitted/Confirmed/Closed maps to Dolibarr Draft/Validated/Approved/Closed. Line items map to order lines with Product reference, quantity, unit price, and VAT rate resolved. The Supplier link (socid) must resolve before order import; we create any missing supplier Third Parties in a pre-phase if the vendor is referenced but not yet in Dolibarr.

PILOT:Suite Sales Orders map to Dolibarr Customer Orders (commande). Status mapping parallels Purchase Orders. Line items migrate with Product reference, quantity, unit price, and VAT rate. The Customer link (socid) is resolved from the Third Party mapping. If PILOT:Suite open orders reference inactive customers, we flag them in the reconciliation report for the customer to reactivate or close before import.

PILOT:Suite open AP items (unpaid vendor invoices, credit memos) map to Dolibarr Supplier Invoices (facture_fournisseur) and Supplier Credit Notes. Invoice status (unpaid/partial/paid) maps to Dolibarr payed field. We extract the vendor reference, invoice date, due date, amount, and VAT breakdown, and create the invoice before any linked payments. Payment records (bank transfers, checks) map to Dolibarr Payment objects linked to the invoice.

PILOT:Suite open AR items (unpaid customer invoices, credit memos) map to Dolibarr Customer Invoices (facture) and Customer Credit Notes. Invoice status maps to Dolibarr payed field. We extract the customer reference, invoice date, due date, amount, and VAT breakdown, and create the invoice before any linked payments. If PILOT:Suite tracks invoice PDF attachments, these migrate as ContentDocument records linked to the invoice.

PILOT:Suite GL Accounts map to Dolibarr Accounting module accounts (accounting_account table). If the customer migrates with Chart of Accounts balances, each PILOT:Suite GL Account becomes a Dolibarr Accounting Account with the account number, label, and type (asset, liability, equity, revenue, expense) preserved. The accounting module must be enabled and configured in Dolibarr before GL migration. Historical balance carryforward requires a opening balance entry (mouvement d'ouverture) in the accounting module.

PILOT:Suite custom fields configured in the system's module structure map to Dolibarr Extrafields on the corresponding object. We identify each PILOT:Suite custom field during discovery (field name, data type, module association), create the equivalent Dolibarr Extrafield on the target object before migration, and populate it during record import. Complex PILOT:Suite module-specific data that does not map to a standard Dolibarr object is documented as a custom mapping task; the customer may need the CustomFields Pro module for structured field management.

PILOT:Suite Users and record Owners map to Dolibarr Users. We match by email address. Any PILOT:Suite User without a matching Dolibarr User goes to the reconciliation queue for the customer's admin to provision before record import resumes. User permissions and role mappings from PILOT:Suite do not transfer; we deliver a permissions inventory for the admin to configure in Dolibarr's user management.

PILOT:Suite closed Purchase Orders, Sales Orders, Invoices, and Credit Memos that predate the migration window can be migrated as archived documents in Dolibarr if the customer requires full history. These migrate as read-only records (condensed to key fields) linked to the corresponding Third Parties. We scope the historical depth during discovery; migrations without historical document requirements skip this phase to reduce scope.