Migrate from Tyler Enterprise ERP for Schools to Dolibarr ERP

Tyler's government fund-accounting chart uses structured fund-org-object codes (e.g., 10-0000-6100) to enforce GASB multi-fund segregation. Dolibarr uses a flat account structure with parent-child hierarchy and account categories (Charges, Products, Members, Cash, Bank). We decompose each Tyler fund-account code into a Dolibarr account record with the fund type (governmental, proprietary, fiduciary) stored as a custom account category field (cf_code-compta_type__c). The fund segment maps to an optional parent account; the object segment becomes the account code. Fund-level balance-sheet segregation that Tyler's fund types enforce must be reconstructed in Dolibarr through account category assignments and, for districts that require it, a written fund-segregation audit guide for the administrator.

Tyler Vendors carry name, address, 1099 classification, W-9 status, and payment terms with a numeric vendor ID. Dolibarr Third-Party records with category = Supplier map directly. We map Tyler vendor ID to Dolibarr's customer_code field for dedupe, merge duplicate vendors detected by EIN or name similarity, and preserve W-9 status and payment terms as Dolibarr default payment terms on the Third-Party record.

Tyler AP Invoices carry vendor ID, invoice number, invoice date, payment terms, GL distribution lines, and approval status. Dolibarr Invoice (facture fournisseur) maps directly. We flag any invoice with a mismatched or deleted account code before migration and flag it in the reconciliation report for the administrator to resolve before posting.

Tyler AR Invoices (General Billing) carry customer ID, invoice number, amount, and GL distribution. Dolibarr Invoice (facture client) maps directly. We match AR customer IDs to Dolibarr Third-Party records using the customer_code dedupe key and preserve GL distribution as Dolibarr invoice line entries with analytical account tags.

Tyler Journal Entries carry date, description, debit/credit line amounts, and multi-fund split distributions with balanced-entry validation enforced on export. Dolibarr's Accountancy module supports manual journal entries (Ecritures Comptables) with debit/credit lines. We export all journal entries including reversing and adjusting entries, preserve the multi-fund split structure as separate Dolibarr journal lines, and maintain the original Tyler entry date and description. Tyler automatically generates reversing entries at the start of the next fiscal period; we carry both the original and reversing entry into Dolibarr as distinct records.

Tyler Budget records span fiscal years and include appropriation amounts, amendments, and encumbrance carryforwards with status flags (draft, approved). Dolibarr's Accountancy module does not include a native budget module, but budget data can be stored as tagged Journal Entries (pre-funded amounts) or as Project records with budget tracking. We work with the customer's administrator during scoping to select the preferred representation: Project-based budget tracking (for grant-funded or project-specific budgets) or pre-loaded Journal Entries (for general fund budgets). Encumbrance carryforwards migrate as open Purchase Order commitments tagged with fiscal year.

Tyler Employee records include personal data, job title, FTE, compensation, benefits enrollment, union affiliation, and hire/termination dates with effective-dated compensation history stored across multiple records. Dolibarr's HR module stores Employee as User records with extended fields for salary, hire date, and job title. Effective-dated compensation changes from Tyler's separate pay_steps and compensation_history tables merge into a Dolibarr salary history custom object or a notes field on the User record. Union affiliation and benefits enrollment migrate as text fields unless Dolibarr's third-party HR add-ons are licensed.

Tyler Payroll batches link Employee records, pay period dates, deduction codes, and GL distribution. Tyler's Payroll module is separated from Time and Attendance by a workflow that requires approved time entries to be present before a batch can reference them. Dolibarr HR supports salary processing with pay periods, deduction lines, and GL distribution, but does not include a full payroll tax engine natively. We migrate payroll batches as Dolibarr Journal Entries with multi-line debit/credit structure matching Tyler's GL distribution, preserving pay period dates, employee IDs, and deduction codes as line descriptions. Tax reporting fields and payroll tax calculations require manual setup in Dolibarr's HR module post-migration.

Tyler Time Entries include employee ID, date, hours worked, pay type, and approval status with Advanced Scheduling storing shift assignments separately. Dolibarr HR includes a timesheet feature (Feuille de temps) per employee per period. We export time entries and shift assignments from both Tyler modules as Dolibarr timesheet line entries, resolving the employee ID via the User mapping. We run a Pre-flight Time-to-Payroll Linkage Report cross-referencing every employee in the payroll export against their time entry records and flag any missing links before committing the load, since Tyler's silent $0-hour gap behavior on missing time entries must be explicitly surfaced.

Tyler Position Control records define FTE allocations, position budget amounts, and the link between a funded position and its incumbent employee as a distinct record type from Employee. Dolibarr has no native Position Control concept. We split each Tyler Position record into a Dolibarr User record (for the incumbent, if filled) and a Project record (for the budget-linked position structure) with the FTE allocation, position budget amount, and fund source stored as Project custom fields. Unfilled positions migrate as Projects only, enabling the administrator to recreate position budgeting in Dolibarr through Project financial tracking.

Tyler Purchase Orders carry vendor ID, line items with quantities and unit costs, GL distribution per line, approval workflow status, and encumbrance flags. Open POs with encumbrance balances migrate to Dolibarr Supplier Order (Commande fournisseur) with status = Draft or Validated matching Tyler's workflow state. GL distribution per line migrates as Dolibarr order line descriptions; the administrator maps these to Dolibarr expense accounts post-migration. Encumbrance carryforwards are flagged in the migration report for reconciliation against Tyler's encumbrance report.

Student Activity Fund in Tyler is a separate subsystem with its own fund codes and approval workflows distinct from the district's main General Ledger, including fund types for individual school activity accounts, athletic funds, and class/project funds. Dolibarr has no native Student Activity Fund concept. We export Student Activity Fund balances as Dolibarr Project records with a custom fund_type__c category field (values: school_activity, athletic, class_fund, club_fund), and fund transactions as Journal Entries linked to the corresponding Project. We build a crosswalk document mapping each Tyler's Student Activity Fund code to a Dolibarr Project ID and account code for the administrator to finalize during post-migration configuration.

Tyler Grant records include grantor name, award number, award period, funding amount, and budget allocation by GL account, with ESSER and Title I grant-specific fields for K-12 compliance. Dolibarr Project records serve as the grant tracking entity, with funding amounts, award periods, and funder details stored as custom fields and linked Third-Party records (grantor as Supplier-type Third-Party). We export grant awards with their associated budget lines and flag any grant with restricted fund codes (federal pass-through, state match) for the administrator to configure Dolibarr's analytical accounting module if grant-level expenditure tracking is required.

Tyler Tax Codes handle Real Estate Tax, Personal Property Tax, and Motor Vehicle Excise Tax with rate tables and exemption schedules specific to the district's state. Dolibarr's Tax module supports VAT, customs duties, and other tax types with rate tables per category. We export the full Tyler tax code table including rate, exemption schedule, and applicable GL accounts, then flag any tax code with a Tyler-specific regulatory reference that lacks a direct Dolibarr equivalent for the administrator to configure manually in Dolibarr's Tax setup. Real estate and personal property taxes, which are local-government-specific, cannot be automatically migrated to Dolibarr's VAT-based tax model without manual configuration.

Tyler stores document attachments as binary blobs behind the same authentication layer as the core ERP. The Open API Toolkit exposes document metadata (filename, date, type, and parent record ID) but not the file payload. We extract all document metadata and note which parent records have attachments, enabling the administrator to flag those records for manual document handling or a separate Tyler Professional Services extraction engagement. Binary file payloads cannot be accessed via the Tyler Open API Toolkit and fall outside the scope of this migration.