Migrate from ProcessWare ERP to Epicor Prophet 21

ProcessWare Customer records map directly to Epicor Customer. We map customer account hierarchies, contact details, and sales history to Epicor's Customer and ShipTo records. The ProcessWare CRM component's customer lifecycle data (from initial inquiry through active account) migrates as a combination of Customer records and Contact records linked via the CustCnt table. Any customer-specific pricing agreements from ProcessWare migrate as CustPriceLbr records in Epicor.

ProcessWare Vendor records map to Epicor Supplier. Supplier profiles including certification status and material qualifications migrate to Supplier tables. We resolve the vendor-to-Part cross-reference during import so that Epicor Part records link to the correct Supplier during procurement.

ProcessWare Formulation Recipe is the core F&F object with compound hierarchies, ingredient ratios, version history, and IFRA regulatory classification. We map each Formulation Recipe to an Epicor Part record with PartType = M (Manufactured). The version history migrates as a series of PartRev revisions (RevisionsNum) with effective dates preserved. Ingredient ratios migrate as PartMtl records linked to sub-formulation Part records. IFRA classification, allergen declarations, and regulatory data map to custom fields on Part (e.g., IFRA_Class_c, Allergen_Flags_c) that we pre-create in Epicor during schema design.

ProcessWare multi-level BOMs map to Epicor PartMtl structures. We preserve the nesting by creating sub-assembly Part records for each ProcessWare sub-formulation referenced in a BOM, then create PartMtl records with appropriate material quantity andBomSequence values. Epicor's material explode query traverses PartMtl to compute full BOM explosion for production planning. We flag any circular BOM references (where a sub-formulation references its parent) for manual resolution before migration.

ProcessWare Production Orders (manufacturing directives tied to specific formulations) map to Epicor JobMtl and JobOper records. The ProcessWare formulation reference becomes the Job's setup Make to Order link. Planned quantities, scheduling constraints, and facility routing map to Epicor JobHead, JobMtl, and JobOper respectively. We preserve the production batch number as JobHead.JobNum for traceability back to ProcessWare records.

ProcessWare Quality Records linked to production batches and raw material lots map to Epicor PartTran for traceability transactions and to custom QA record types that we configure during schema design. Test results and QC documentation attach as PartLot records (with LotNbr and LotText) or as linked DocStar documents if the customer licenses Epicor Document Management. Inspector assignments migrate as User references in the QA record.

ProcessWare Supply Chain Transactions (purchase orders, receipts, outbound shipments) map to Epicor PartTran for inventory movements, PODetail for purchase order lines, and ShipHead for outbound shipments. Full traceability to production batches is preserved by maintaining the LotNbr and JobNum references across all transactions. Any orphan Transactions without Customer or Vendor linkage are flagged for manual review before load, matching the same reconciliation process documented for ProcessWare source data.

ProcessWare IFRA compliance data, SDS documents, and allergen declarations tied to formulations have no native Epicor equivalent and require configuration. We create custom fields on the Part table (e.g., IFRA_Category_c, SDS_DocStarLink_c, Allergen_Declarations_c) and migrate document references as DocStar attachments linked to the Part record. The naming convention and compliance classification mapping is documented during discovery because IFRA sub-segment requirements vary between F&F sub-verticals.

ProcessWare custom fields (confirmed accessible via Keka HRMS integration as read/write) map to Epicor custom fields on the corresponding table. We pre-create the Epicor UD field schema during discovery, map field data types (text, numeric, date, checkbox), and migrate values during the object import phase. Epicor's UD column prefix (Character01, ShortChar01, Number01, etc.) is used for custom field mapping when the customer's Epicor configuration does not use the more flexible UD Table approach.

Supporting documents attached to formulations, quality records, and transactions in ProcessWare are extracted and reattached to the corresponding Epicor Part, PartLot, or Job records. We map ProcessWare file storage locations to Epicor Document Management (DocStar) if licensed, or to a structured file share with document type metadata preserved. Not all legacy file formats can be guaranteed accessible post-migration; we document any unsupported formats in the extraction report.

ProcessWare raw material lots linked to formulations and production batches map to Epicor PartLot records. LotNbr, LotDescription, LotQty, LotExpirationDate, and LotCost migrate from ProcessWare's material lot traceability data. PartLot records are linked to Part via PartNum so that Epicor's LotTracker functionality provides the same real-time traceability from raw material lot to finished compound batch.

ProcessWare ERP+CRM combined means financial data may coexist with operational data. We extract GL account structures from ProcessWare exports and map them to Epicor COA (Chart of Accounts) segments. This mapping requires coordination with the customer's accountant to confirm account code structure (segmented vs flat COA) and any F&F-specific cost centers before migration.