Migrate from Tyler Enterprise ERP for Schools to Epicor Prophet 21

Tyler stores account codes as structured strings following government fund-accounting conventions: fund-org-object (e.g., 10-000-4110-000). Epicor uses a flat GL Account code with optional Cost Center and Department hierarchies. We build a GASB fund-accounting crosswalk during discovery that maps each Tyler's fund-type (governmental, proprietary, fiduciary) and fund number to Epicor's Cost Center structure, preserving the original Tyler fund code in a custom field tyler_fund_code__c for audit trails. Any Tyler fund with a GASB special-purpose designation (special revenue fund, capital projects fund) is flagged for the district's finance team to confirm the equivalent in Epicor's fund structure before migration.

Tyler Budget Entries span fiscal years and include appropriation amounts, amendments, and encumbrance carryforwards stored as separate versioned records with status flags (draft, approved). We export all budget versions and map them to Epicor's budget register entries, preserving the fiscal year, appropriation amount, amendment number, and status. Tyler budget version sequencing (approved before draft) is enforced in Epicor's budget validation workflow. Encumbrance carryforwards migrate as opening balances in Epicor's current-year budget register.

Tyler Vendor records include name, address, 1099 classification, W-9 status, and payment terms with a numeric vendor ID. Epicor Supplier records carry equivalent fields (SupplierName, Tax ID, 1099 indicator, TermsCode). We map vendor IDs to Epicor SupplierNum, detect duplicates by EIN or name similarity, and preserve W-9 status and 1099 classification in Epicor Supplier attributes. Payment terms map to Epicor's TermsCode master.

Tyler AP invoices carry vendor ID, invoice number, invoice date, payment terms, GL distribution lines, and approval status. We map each Tyler AP invoice to an Epicor Vendor Invoice record, resolving the vendor ID to SupplierNum and distributing each invoice line to the corresponding Epicor GL Account and Cost Center from the crosswalk. Any invoice with a mismatched account code (deleted or inactive in Tyler) is flagged in the AP Pre-load Validation Report for the district to resolve before posting.

Tyler AR invoices (General Billing and student account receivable) include customer ID, invoice number, amount, and GL distribution. We map Tyler customer IDs to Epicor Customer records and resolve GL distributions through the fund-accounting crosswalk. Student account receivable invoices (fee ledgers, lunch accounts) are identified by Tyler fund code and mapped to Epicor's AR module with the customer record linked. Tyler invoice number maps to Epicor's InvoiceNum with a prefix preserving the source system origin.

Tyler journal entries carry date, description, debit/credit line amounts, and multi-fund split distributions. Tyler enforces balanced-entry validation. We export all journal entries including reversing and recurring entries, map each line to the Epicor GL Account and Cost Center via the crosswalk, and preserve the original Tyler journal number in a custom field tyler_journal_num__c. Epicor requires balanced entries; any Tyler entry that does not balance is flagged in the Journal Pre-load Reconciliation Report before migration.

Tyler Employee records include personal data, job title, FTE, compensation, benefits enrollment, union affiliation, and hire/termination dates. Effective-dated compensation history is stored across pay-period records. We export full employee records including compensation history and map to Epicor Employee, preserving the hire date, termination date, FTE, union affiliation, and benefit plan enrollment. Tyler's Position Control linkage (funded position vs. incumbent employee) is preserved as Epicor Position records linked to Employee records, with the position budget amount carried as a custom field.

Tyler Payroll batches link to employee records, pay period dates, deduction codes, and GL distribution. Tyler's separation of Time and Attendance from Payroll means time entries must be approved and posted before a payroll batch can reference them. We export all payroll batches and map them to Epicor Payroll, resolving the employee ID to the Epicor EmployeeNum and the GL distribution account codes through the fund-accounting crosswalk. Any batch where the corresponding time entry is absent or posted at $0 is flagged in the Pre-flight Time-to-Payroll Linkage Report before the load commits.

Tyler Time and Attendance records include employee ID, date, hours worked, pay type, and approval status. Advanced Scheduling stores shift assignments separately. We export both time entry types as line items in Epicor Labor Entry, resolving employee ID to Epicor EmployeeNum and preserving the approval status as Epicor TimeStatus. Shift assignment records map to Epicor Project or Labor Type codes depending on whether the district uses project costing.

Tyler Position Control records define FTE allocations, position budget amounts, and the link between a funded position and its incumbent employee. Tyler stores position records as distinct from employee records. We map Tyler Position to Epicor Job (position definition) with the FTE and budget amount preserved, and link the incumbent employee via Epicor's EmployeeJob record. Any position with a mismatched budget account code is flagged for the district's payroll admin to confirm the Epicor cost center before migration.

Tyler Purchase Orders carry vendor ID, line items with quantities and unit costs, GL distribution per line, approval workflow status, and encumbrance flags. We export open POs with their encumbrance balances, map vendor ID to Epicor SupplierNum, and distribute each PO line to Epicor GL Account and Cost Center via the crosswalk. Epicor's PO approval workflow replaces Tyler's approval status field. Encumbrance carryforwards are preserved as open PO balances in Epicor's commitments reporting.

Tyler Student Activity Fund management is a separate subsystem from the General Ledger with its own fund codes and approval workflows. Epicor has no native Student Activity Fund equivalent. We export Student Activity Fund balances as standalone journal entries with a dedicated GL account range in Epicor's chart of accounts, and build a crosswalk between Tyler activity fund codes and Epicor GL accounts during discovery. The district's finance team reviews and approves the crosswalk before migration. Post-migration, the district manages Student Activity Fund accounting as standard Epicor GL entries rather than a separate subsystem.

Tyler Tax Codes handle Real Estate Tax, Personal Property Tax, and Motor Vehicle Excise Tax with rate tables and exemption schedules. Epicor uses Tax Codes and Tax Categories for transaction-level tax calculation. We export Tyler's full tax code table including rate schedules and exemption rules and map them to Epicor Tax Codes, preserving the effective dates, rates, and exemption conditions. Districts operating in states with complex property tax rules should validate tax code mappings against their state revenue requirements post-migration.

Tyler Grant records include grantor name, award number, award period, funding amount, and budget allocation by GL account. Epicor has a Project module that can represent grant awards, but grant-specific fields (grantor, award period, funding amount) require custom fields. We map Tyler Grant Award to Epicor Project with grantor as a custom field (grantor_name__c), award period as Project StartDate and Project EndDate, and funding amount as a custom field total_grant_amount__c. Budget lines map to Epicor WBS elements (Work Breakdown Structure) linked to the Project, each resolving GL accounts through the fund-accounting crosswalk.

Tyler stores document attachments (scanned invoices, contracts, employee documents) as binary blobs in a separate document management subsystem 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 produce a record-level attachment manifest listing every parent record with attachments, enabling the district's Epicor admin to flag those records for manual document re-upload or a separate Tyler Professional Services extraction engagement. Binary document migration is outside scope.