Migrate from ProcessWare ERP to Dolibarr ERP

ProcessWare Customer records map to Dolibarr Third Parties. The customer contact details, account hierarchies, and sales history migrate as structured CSV exports coordinated with the customer's IT team due to ProcessWare's lack of a public API. Dolibarr distinguishes between Customer and Supplier Third Parties via the Tiers (soustype) field. Account hierarchies require parent-company resolution during import. We create Third Parties first so that the row exists before any dependent records (Products, Projects, Invoices) reference it.

ProcessWare Vendor Records including certification status, material qualifications, and performance history for regulatory compliance tracking map to Dolibarr Supplier Third Parties. Vendor qualification data that has no native Dolibarr equivalent migrates to custom fields on the Supplier record. Certification expiry dates and compliance status migrate to custom date and checkbox fields that the customer's admin configures in Dolibarr's Custom Fields module before the Supplier import phase.

Formulation Recipes are the most complex object in this migration. ProcessWare stores compound hierarchies, ingredient ratios, version history, and regulatory classification data. Dolibarr has no native formulation object, so we split this into a Product record (containing the compound name, description, and base unit), a linked Project record (containing version history, formulation notes, and approval status), and custom fields on the Product for allergen declarations, IFRA classification codes, and compound component references. The customer's admin creates these custom field definitions in Dolibarr's Custom Fields module during the discovery phase.

ProcessWare multi-level BOMs supporting nested fragrance compound structures where sub-assemblies contain other formulations as ingredients map to Dolibarr's BOM module (llx_product_bom). We decompose ProcessWare's BOM hierarchy into Dolibarr's parent-product and sub-product structure, mapping each BOM line to a llx_product_bom_child entry. Multi-level nesting requires iterative decomposition if the nesting depth exceeds three levels; we flag BOMs with more than three nesting levels for manual review before migration. The BOM module must be enabled in Dolibarr's module configuration before this phase runs.

ProcessWare Production Orders containing manufacturing directives, planned quantities, scheduling constraints, and production routing map to Dolibarr Projects with Project Tasks. The Production Order's linked Formulation Recipe resolves to the Dolibarr Product during migration, creating the Project-Product linkage. Production scheduling constraints are stored as custom fields on the Project record. If the customer's ProcessWare uses production lot numbers, we preserve these in a custom field on the Project and create a link to any resulting quality records.

ProcessWare Quality Records linking test results and QC documentation to specific production batches and raw material lots require a configuration decision during scoping. Dolibarr's Project module can store Quality Records as tasks with attachments, or the customer can use Dolibarr's Document Management module (GED) for a file-based approach. We document the complete dependency graph between Quality Records, their parent Production Orders, and the raw material lots during discovery so the customer can choose the storage strategy before migration begins. QC passing criteria and inspector assignments migrate as custom fields.

ProcessWare purchase orders migrate to Dolibarr Supplier Orders. The vendor reference resolves to the Dolibarr Supplier Third Party created in the Vendor mapping phase. Line items with quantities and unit prices map to llx_commande_fournisseurdet. Order status (Draft, Confirmed, Received, Cancelled) maps to Dolibarr's statut field. Received quantities and partial receipt handling require a separate Stock Movement import phase after Supplier Order validation.

ProcessWare inbound receipts for raw materials map to Dolibarr Stock Movements linked to Warehouse (llx_entrepot). Receipt records must reference a Supplier Order or be created as standalone stock entries depending on whether the customer's ProcessWare tracks two-way purchase order matching. We flag any Receipt records that lack a corresponding Purchase Order for manual review before the Stock Movement import phase. Lot and batch tracking from ProcessWare migrates to Dolibarr's lot/serial number fields if the Stock Serial module is enabled.

ProcessWare outbound shipments for finished goods map to Dolibarr Customer Orders with linked Expedition records. The customer reference resolves to the Dolibarr Customer Third Party. Shipment status and tracking information migrate to the Expedition record. If ProcessWare tracks shipment-level lot numbers for finished compound traceability, these migrate to Dolibarr's lot tracking on the Expedition. Expedition must be enabled in Dolibarr's module configuration before this phase.

ProcessWare IFRA compliance data, SDS documents, and allergen declarations tied to formulations are mapped to a combination of Dolibarr custom fields on the Product record and Document Management attachments. IFRA classification codes, allergen flags, and SDS document references require custom field creation in Dolibarr during the discovery phase. The naming conventions for compliance documents vary between F&F sub-segments, so we document the specific mapping decisions and attach SDS PDFs as ContentDocument records linked to the corresponding Product.

The Keka HRMS integration documentation for ProcessWare confirms that custom fields are accessible via read/write operations, but the full object schema and endpoint structure are not publicly documented. We map ProcessWare custom fields to Dolibarr custom field definitions (llx_extrafields) based on the CSV export provided by the customer's IT team. Custom field type conversion (date, checkbox, dropdown, text) is performed during the transform phase. We cannot infer all custom field semantics without documentation, so we flag any ambiguous custom fields for customer confirmation during validation.

Supporting documents attached to formulations, quality records, and transactions in ProcessWare migrate to Dolibarr's Document Management module (ECM). File types and storage locations vary between ProcessWare instances, so we extract attachments from the database export or CSV references and reattach them to the corresponding Dolibarr records via the ECM API. We cannot guarantee all legacy file formats remain accessible after migration; any attachments that fail to import are flagged in the reconciliation report for manual re-upload by the customer's admin.