Migrate from Sage 300cloud to Epicor Prophet 21

Sage 300cloud's hierarchical account structure with up to 10 segment codes maps to Epicor's dimensional COA with segment types (Natural Account, Division, Department, Project, Location). We preserve account codes, descriptions, account type, and active/ inactive status. Segment labels map to Epicor Account Category or GL Account segment values. If the Sage 300cloud account structure uses more segments than the target Epicor configuration, we collapse lower-weight segments into a single concatenated field and document the collapse for reporting reconciliation.

Sage 300cloud customer master records (billing and shipping addresses, payment terms, credit limits, multi-currency settings) map to Epicor Customer. Open AR invoices (invoice number, date, due date, line-item detail) map to Epicor AR Invoice records linked to the Customer. We resolve payment terms via Epicor's Terms Code table and credit limits via the Customer Credit Limit field. Discount rates and discount periods migrate to Epicor price lists or customer-specific terms codes.

Sage 300cloud vendor master records map to Epicor Vendor, including 1099 reporting flags for US installations. Open AP invoices (discount terms, aging buckets, document numbers) map to Epicor AP Invoice records. We map vendor payment hold status and 1099 flag values directly. Historical 1099 and 1096 summary data is extracted as a separate report for year-end reconciliation rather than loaded as transactional records.

Each Sage 300cloud company database is a discrete migration unit. We run separate DMT import sequences for each company, preserving inter-company elimination entries as Epicor Elimination Journal entries with the corresponding elimination account from the COA mapping. If Epicor is deployed as a single-company structure but Sage 300cloud had multiple companies, we discuss whether to consolidate into one Epicor company or use Epicor's Site structure with inter-company post logic before migration begins.

Sage 300cloud inventory items with valuation method (FIFO, Average, Standard, Most Recent, Vendor, Last Unit) and warehouse assignments map to Epicor Part records with Part Plant extensions. The valuation method maps to the Epicor costing method at the Part Plant level, enabling different costing per site. Bin locations and warehouse codes from Sage 300cloud map to Epicor Warehse and Bin records, and PartBin records link items to specific bin locations. Stock categories map to Epicor Product Group codes.

Sage 300cloud aging summaries and open invoice details seed Epicor AR/AP open items as beginning balances. Each open item carries its original document number, apply-to reference, discount taken, and aging bucket assignment. We create the open items in Epicor before any new transactions flow, ensuring aging reports reflect the migration cutover date accurately. Closed items from Sage 300cloud are preserved as historical records for audit but are not loaded as open items in Epicor.

Sage 300cloud historical GL journal entries, batch headers, and source module references export by fiscal period and load into Epicor GL Journal Entry. We preserve the original batch description, entry date, and source module (AR, AP, IC, etc.) as Epicor Journal Code and Reference fields. Reversing journal templates and recurring entry templates do not migrate as automation; we document their structure so the customer's Epicor partner can re-create them as Epicor recurring journal definitions.

Sage 300cloud fixed asset registers (acquisition date, cost, depreciation method, accumulated depreciation, book value) map to Epicor Asset. Multiple depreciation schedules per asset in Sage 300cloud map to the primary active schedule in Epicor; secondary schedules are documented in asset notes. Asset location and asset class from Sage 300cloud map to Epicor Asset Group and Asset Maintenance codes if the customer licenses asset management.

Sage 300cloud tax groups and tax codes with jurisdiction-specific rates and posting accounts map to Epicor Tax Code records. Tax type (sales vs. use) maps to Epicor Tax Category. Multi-authority tax codes (multiple tax jurisdictions per code) require re-association in Epicor because Epicor stores tax authorities as separate records linked to tax codes. We extract the full tax code matrix and produce a tax authority mapping spreadsheet during scoping.

Sage 300cloud bank codes, account numbers, bank reconciliation formats, and current cleared balances map to Epicor Cash Flow items and Bank Fee records. EFT payment processing settings are documented but require manual configuration in Epicor's Electronic Payment module post-migration. Current bank balance is loaded as the Epicor Cash Flow beginning balance for reconciliation purposes.

Sage 300cloud transaction attachments stored in the configurable file-system directory are extracted and catalogued with their transaction document references. Epicor's native document management links to external file storage paths rather than embedding files in the database. We document the source file path, map each file to its corresponding Epicor transaction record by document number and date, and provide the customer a file-location mapping spreadsheet for manual attachment linking in Epicor's Document Management module.

Sage 300cloud payroll registers, employee earnings, deductions, and employer tax contributions export by pay period with YTD accumulators. If the customer licenses Epicor Payroll, we map employee records to Epicor Employee and map pay codes and deduction codes to Epicor Pay Class and Deduction/Benefit records. If Epicor Payroll is not licensed, we extract payroll history as a structured report for year-end and historical reporting rather than transactional records, and we flag the gap in the feature gap analysis.

Sage 300cloud user-defined fields on any core object are extracted via direct table queries (supplementing the native export which drops custom fields inconsistently). We verify field type mapping (date vs. string vs. dropdown) against the Sage 300cloud schema before creating Epicor UD fields or custom fields of the matching type. Epicor's user-defined field naming and type constraints are validated before import so that type mismatch errors are caught in the sandbox migration rather than in production.

Sage 300cloud organizational segments used for allocation and reporting map to Epicor Business Unit or Department segments. Segment labels and inter-segment elimination rules are documented during scoping and re-applied as Epicor Reporting Tree definitions or segment-specific allocation rules. If Sage 300cloud uses segment codes as allocation drivers (e.g., cost center P&L), we map those to Epicor GL Account segment types and document the reporting rebuild scope.