Migrate from Reflex ERP to Epicor Prophet 21

Reflex Chart of Accounts maps to Epicor GLAccount with account code, description, and account type preserved. We extract all active and inactive accounts, map Reflex account classifications (Asset, Liability, Equity, Revenue, Expense) to Epicor Natural Account types, and set the account segment values based on Epicor's GL Account structure configuration. Inactive flags transfer as Inactive records that can be reactivated post-migration. This is the first object migrated because all financial transactions (AP, AR, Work Orders, Projects) reference GL accounts.

Reflex Customer master records map to Epicor Customer with billing address, shipping address, payment terms, credit limits, and contact details preserved. We extract the full customer record including all ship-to locations and map Reflex payment terms to Epicor Terms records. Outstanding AR records are linked by CustomerID at migration time. Any Reflex-specific credit-hold flags map to Epicor Customer using a custom Customer UD field since the standard Epicor fields do not capture all Reflex status conditions.

Reflex Vendor master records mirror Customer structure with address, payment terms, and 1099 settings. We extract all vendor records in full, map vendor IDs to Epicor's VendorNum after deduplication, and preserve the 1099 flag in the Vendor's 1099Code field. Open AP aging and PO history link via VendorNum at migration time. Any Reflex vendor-specific approval workflow flags are inventoried for rebuild as Epicor Approval workflows post-migration.

Reflex Items with BOM structures require a 1:N split into Epicor's Part master, PartMtl (BOM lines), and PartRev (revision/routing) records. We extract all Item records including part numbers, descriptions, costing methods (FIFO/average), and pricing tiers, then explode Reflex BOM relationships into PartMtl rows with operation sequence, quantity-per, and scrap-percent. PartRev records are created for each active revision with the routing from Reflex labor routing. Costing method transfers via the CostID on the Part record. Stock and non-stock flags map to the Part's TypeCode (Stock, Non-Stock, Service, Mischarge).

Reflex Projects as cost-tracking entities with budget lines and actuals map to Epicor Project with a WBS (Work Breakdown Structure) and Phases. We extract project headers, budget line amounts, and actual costs from Reflex's project cost tracking, then create Epicor Project records with Phase entries for each cost category. Budget-versus-actual comparisons are preserved in ProjectPhase rows. Change orders from Reflex become ProjectPhase or ProjectTask records. Note that Reflex-specific billing milestones and revenue recognition schedules may require manual configuration in Epicor Project Billing if the customer uses percentage-of-completion recognition.

Open Accounts Payable records from Reflex (linked to Vendor IDs with invoice numbers, amounts, due dates, and payment terms) map to Epicor AP Invoice and AP Payment records. We extract open AP at the agreed cut-off date, create AP Invoice records with the invoice date, due date, vendor reference, and amount, then link any pre-existing AP Payments. Credit memos and prepayments require explicit disposition: we recommend either applying credit memos to open invoices or creating a vendor credit record, and prepayments are recorded as AP Prepayments linked to the Vendor. Reflex's open AP aging buckets are validated against Epicor's AP aging report post-migration.

Open Accounts Receivable records from Reflex (linked to Customer IDs with invoice, amount, due date, and aging buckets) map to Epicor AR Invoice and AR Payment records. We extract open AR at cut-off, create AR Invoice records with the invoice date, due date, customer reference, and amount, then link any pre-existing AR Payments. Reflex credit memos, deposits, and prepayments are flagged for disposition: credit memos apply to open invoices, deposits become unapplied customer payments, and prepayments are recorded as AR Prepayments. Customer aging buckets in Epicor AR aging are validated against Reflex's AR aging report to confirm balance integrity.

Reflex Fixed Asset records (acquisition date, cost, depreciation method, accumulated depreciation, useful life) map to Epicor Asset with the depreciation convention and schedule preserved. We extract the full asset register including fully depreciated assets, map Reflex depreciation methods to Epicor depreciation methods (straight-line, double-declining, sum-of-years), and preserve the accumulated depreciation balance. Assets linked to specific GL accounts in Reflex are re-linked to the corresponding Epicor GL Account during import. Asset maintenance schedules are inventoried for rebuild as Epicor Equipment records if the customer uses Epicor MES.

Reflex Work Orders (linking Items, BOMs, and labor routing) map to Epicor Job records with JobMtl (material requirements) and JobOper (operation steps). We extract open and closed work orders with labor hours and material consumption, preserving the link back to the Reflex Item and BOM. For open work orders, we create Epicor Job records with the job date, part number, quantity, and start/due dates. For closed work orders, we migrate the summary (total labor hours, total material cost, total operation time) as a historical record without creating a live Job. Note that Reflex closed work orders impact COGS and inventory simultaneously; Epicor's job close process follows a separate posting sequence.

Reflex Document Manager attachments linked to transactions and master records are flagged during extraction with their entity type, record ID, and file path reference. We do not migrate binary document files as part of standard scope, but we deliver a written index mapping each Reflex document URL to the destination entity (Customer, Vendor, Part, Project, Job, AP Invoice, AR Invoice) and the recommended upload method in Epicor Kinetic's Document Management. The customer's admin uploads the actual files post-migration. Reflex custom tables and user-defined fields are similarly flagged with their table name, field names, and record counts for manual rebuild as Epicor UD tables and UD fields.

Reflex User records with role assignments are extracted for name, email, role profile, and active/inactive status. We map users to Epicor Kinetic User accounts by email. Reflex permission sets are Reflex-specific and do not map to Epicor's security model; instead, we deliver a written permissions matrix mapping each Reflex role to the equivalent Epicor Kinetic security group and screen-level access rights. The customer's Epicor admin rebuilds the security groups in Kinetic based on this matrix. Inactive Reflex users are provisioned as inactive Epicor users to preserve historical Owner references on records.

Reflex Tax Codes defining jurisdiction and rate for sales and purchase transactions map to Epicor Tax Region and Tax Code records. We extract all active tax codes with their rates and jurisdictions, then configure Epicor Tax Regions to match. Historical tax adjustments and nexus-specific codes that apply only to certain states or provinces require manual review during Epicor configuration because Epicor's tax engine uses a different jurisdiction assignment model than Reflex.