Migrate from Prowess ERP to Dolibarr ERP

Prowess ERP's flexible Chart of Accounts with Cost Centre hierarchies maps to Dolibarr's accounting module (Comptabilite). Account codes and descriptions transfer directly. Cost Centre structures in Prowess are implementation-specific; we run a schema inventory at scoping time, map each Cost Centre to a corresponding accounting dimension in Dolibarr, and flag any multi-entity structures that require separate Dolibarr company configurations or inter-company journal entries.

Prowess ERP Customer records map to Dolibarr Third Parties with the Customer checkbox enabled. Standard fields (company name, address, contact, payment terms, GST/Tax registration) migrate directly. Custom customer fields added by the implementing partner require field-level mapping against Dolibarr's extra-fields table per contact and third-party module. We validate customer codes for illegal filesystem characters before import because Dolibarr uses folder-naming conventions tied to third-party IDs.

Prowess ERP Vendor master data migrates to Dolibarr Third Parties with the Supplier checkbox enabled. GST/Tax registration details stored as custom fields in Prowess map to Dolibarr extra fields on the Supplier record. Credit limits and payment terms are preserved as Supplier properties. We flag any vendor-specific tax categories that require manual mapping to Dolibarr's VAT/reverse-charge configuration.

Prowess ERP Item masters map to Dolibarr Products. Standard fields (item code, description, unit of measure, category) migrate 1:1. Manufacturing-specific attributes such as BOM links, work-centre assignments, and uom conversions are preserved as Dolibarr extra fields on the Product record but do not activate Dolibarr's production module without additional configuration. We flag items with BOM structures for a separate Dolibarr manufacturing module setup engagement.

Prowess ERP inventory stock levels and warehouse assignments map to Dolibarr's Stock module. Current stock quantities per item per location become Dolibarr stock entries. Multi-warehouse configurations in Prowess map to separate Dolibarr Warehouse records. We validate that Dolibarr's Stock module is activated before import because it is not enabled by default in a fresh Dolibarr installation.

Outstanding Prowess ERP payables migrate to Dolibarr Supplier Invoices with status Unpaid. Current balance, due date, vendor reference, and allocation status transfer. Prowess ERP's AP aging data is preserved as invoice metadata. Post-import, we recommend the customer runs an aged-payables trial balance in Dolibarr to validate that open invoice totals match the source AP ledger before closing the accounting period.

Outstanding Prowess ERP receivables migrate to Dolibarr Customer Invoices with status Unpaid. Open balance, due date, customer reference, and allocation status transfer. We preserve the original invoice number from Prowess in the Dolibarr ref_client field for traceability. Post-import, we recommend an aged-receivables trial balance reconciliation against the source AR ledger. GST amounts on Indian invoices migrate as extra fields if the customer configures Dolibarr for Indian tax reporting.

Prowess ERP Purchase Order headers and line items map to Dolibarr Supplier Order. PO status flags (Draft, Sent, Received, Closed) map to corresponding Dolibarr statuses. Line items, quantities, unit prices, and discount percentages transfer directly. Where Prowess uses custom workflow states not found in Dolibarr, we map to the nearest equivalent and flag records for manual review after import.

Prowess ERP Sales Order headers and lines migrate to Dolibarr Customer Order with pricing, discounts, and fulfilment status preserved. Custom fields added by the implementing partner require field-level mapping against Dolibarr's extra-fields configuration for the Order module. Back-ordered lines are flagged separately for the customer's admin to reconcile against open picking lists.

Prowess ERP work orders carry BOM links, routing data, work-centre assignments, and production sequencing that are manufacturing-specific. Dolibarr's production module (MRP) supports basic production orders but requires explicit activation and configuration. We preserve the work-order header and line structure in Dolibarr as a baseline; BOM structures and routing associations are documented as custom dependencies requiring a separate Dolibarr manufacturing configuration engagement. This is a known capability gap between Prowess's specialised manufacturing depth and Dolibarr's basic production module.

Prowess ERP user and owner assignments use internal IDs that differ by implementation. We resolve owners by email match against Dolibarr's User table. Any Prowess user without a matching Dolibarr User goes to a reconciliation queue for the customer's admin to provision before record import resumes. Active/inactive status is preserved. Dolibarr's permission structure (Read/Write/Admin per module) is set to match the Prowess role as closely as possible using the closest equivalent Dolibarr permission group.

Custom fields created during Prowess ERP implementation are fully implementation-specific with no canonical reference schema. We run a full schema inventory against the customer's live database at scoping time, create corresponding Dolibarr extra fields in the relevant modules, and map each field by type (text, number, date, dropdown, checkbox) to the closest Dolibarr field type. This step adds one to two days to scoping but prevents silent data loss on import.

Binary document attachments stored in Prowess ERP's file system or blob storage are not accessible via a documented public API. We recommend a separate file-level migration using the implementing partner's database access: document metadata (filename, record association, date) can be exported as a CSV inventory for the customer's admin to re-attach in Dolibarr, but binary file transfer is outside standard migration scope.

Prowess ERP's pre-built GST compliance stores taxpayer identification numbers, E-Invoice registration details, and E-Way generation settings as custom fields. These migrate to Dolibarr extra fields on Third Parties and Products. However, Dolibarr does not natively generate GST-compliant invoices or E-Way bills; the customer must configure Indian tax rates manually in Dolibarr's tax system or install a third-party Indian GST extension from the Dolibarr marketplace. We flag this as a configuration requirement post-import.