Migrate from Reflex ERP to Acumatica

Reflex customer records map to Acumatica BusinessAccount with Class = 'Customer'. The account name, address, contact details, payment terms, and credit limit carry over directly. Acumatica BusinessAccount holds both customer and vendor roles on a single record — Reflex customers that are also vendors must be flagged with both roles in Acumatica after migration.

Reflex vendor records map to Acumatica BusinessAccount with Class = 'Vendor'. 1099 vendor flags, W-9 information, and payment terms transfer as attributes on the BusinessAccount. Open purchase orders in Reflex must resolve the vendor account ID before SOOrder and POOrder imports can run.

Reflex stock inventory items map to Acumatica InventoryItem with the Stock Item checkbox enabled. Unit of measure, item class, warehouse quantities, reorder point, and standard cost transfer directly. Lot/serial number tracking in Reflex must be recreated in Acumatica's Lots and Serial Numbers screen before items are activated.

Reflex non-stock items — including service items, materials that are purchased but not stocked, and miscellaneous expense items — map to Acumatica InventoryItem with the Stock Item checkbox cleared. The cost method defaults to Average but can be changed to Actual or Standard after migration in the Acumatica Item screen. Non-stock items are visible in purchase orders and subcontracts but do not maintain on-hand quantities in the warehouse.

Reflex GL accounts use a four-segment code (division-department-account-subaccount). Acumatica accounts use a configurable segment schema. We parse each Reflex segment and map it to the corresponding Acumatica segment in the Chart of Accounts. Account type (asset, liability, equity, revenue, expense) maps to Acumatica Account Class for correct placement in financial statements.

Open Reflex sales orders migrate as Acumatica SOOrder records with status = 'Open' and shipment status = 'Pending'. Each line maps to SOLine with the inventory item ID resolved from the inventory mapping step. Order dates and promised dates preserve the original Reflex values as custom fields since Acumatica's order date fields reflect the migration date by default.

Open Reflex purchase orders migrate as Acumatica POOrder records with status = 'Open'. Lines map to POLine with the vendor account ID resolved first. Expected receipt dates and terms from Reflex transfer as custom date fields on the POOrder header since Acumatica does not have a native promised receipt date field.

Reflex project cost records map to Acumatica Projects. Each phase in Reflex becomes a ProjectTask under the Acumatica Project. Labour codes, cost codes, and committed amounts transfer to the project task's budget and commitment records. Change orders in Reflex become ChangeOrder sub-records in Acumatica's Project module with approval status preserved.

Reflex allows user-defined fields on every file type. Each Reflex UDF maps to an Acumatica Usr-prefixed custom field (User-Defined Fields screen) on the corresponding DAC extension. Data type conversion is required: Reflex date fields become Acumatica Date fields, numeric Reflex UDFs become Decimal fields, and text fields become string fields. Custom field creation must complete before the data import step.

Reflex workflow rules, multi-step approval chains, and document numbering sequences have no Acumatica equivalent and do not migrate. FlitStack exports the Reflex workflow definitions as a PDF reference document and recommends engaging an Acumatica partner to rebuild the logic using Acumatica Automation Schedules, screen-level workflow steps, and Business Event subscriptions.

Reflex equipment records (asset register, depreciation schedules, lease agreements) map to Acumatica FixedAsset. Acumatica FixedAsset tracks acquisition cost, depreciation method, useful life, and accumulated depreciation. Lease vs. owned distinction transfers as an asset class code. Original in-service date preserves as a custom date field since Acumatica FixedAsset does not natively track the original deployment date.

Reflex contact records associated with customers or vendors map to Acumatica Contact entities linked to the corresponding BusinessAccount via the ContactClass. Primary contact flag, title, email, phone, and mailing address transfer directly. Multiple contacts per account are supported in Acumatica's contact management.