Migrate from VAIL-ERP to Dolibarr ERP

VAIL-ERP patient records include demographics, insurance details, and clinical identifiers across modules. We map patient demographics to Dolibarr ThirdParty with type set to Customer, and clinical attributes (insurance codes, referral sources, referral provider IDs) to Dolibarr ExtraFields on the ThirdParty record. Encounter-linked identifiers migrate as contact associations. Dolibarr's ThirdParty object does not natively support clinical encounter linking, so we use Projects or a dedicated ExtraFields structure to maintain the patient-to-encounter relationship post-migration.

VAIL-ERP encounters carry provider assignments, encounter-type codes, timestamps, and clinical notes linked to patient records. Dolibarr has no native clinical encounter object. We map encounters to Dolibarr Projects with a custom project type (Encounter) and link each project to the patient ThirdParty via the Project contact association. Encounter-type codes and provider references become project ExtraFields. Historical encounter notes migrate as Project notes. This approach preserves the patient-encounter relationship but requires the customer to enable the Projects module before migration.

VAIL-ERP employee profiles include job titles, department assignments, compensation history, and effective-dated changes across HR and finance modules. We map employee records to Dolibarr User records for system access and to HRM module Employee records for HR attributes (contract type, salary, start date, department). Department assignments resolve via the Departments mapping. Compensation history migrates as HRM salary records linked to each Employee.

VAIL-ERP supplier records carry contact details, agreed pricing agreements, and contract references from the procurement module. We map suppliers to Dolibarr ThirdParty with type set to Supplier. Agreed pricing and contract references migrate as supplier ExtraFields or as entries in Dolibarr's supplier price module. Supplier contact persons map to Dolibarr Contacts linked to the supplier ThirdParty.

VAIL-ERP inventory items include part numbers, descriptions, stock levels, reorder points, and multi-site location assignments. We map these to Dolibarr Product records with type=Stock. Stock levels and warehouse locations migrate into Dolibarr's Stock module with warehouse records created per VAIL-ERP location. Reorder points become ExtraFields on Product. Multi-site deployments require warehouse records in Dolibarr before stock data imports.

VAIL-ERP departments and cost centers are referenced across HR (employee assignments), finance (budget allocation), and inventory (multi-site warehouse linkage) modules. We map department records to Dolibarr Projects with a Department category or as a dedicated category in ExtraFields, and create these first as reference data so that all downstream foreign-key references in employee, transaction, and inventory imports resolve correctly.

VAIL-ERP chart-of-accounts structure defines account codes used across all financial transactions. We extract the full account list from the finance module and map each account code to a corresponding Dolibarr Accounting Account record, preserving account type (asset, liability, equity, income, expense), parent account hierarchy, and active/archived status. Inactive or archived accounts in VAIL-ERP are flagged in the mapping for the customer's admin to review before final import.

VAIL-ERP AP/AR ledger entries and journal transactions carry account codes, transaction dates, amounts, and currency. Open AP/AR items migrate as Dolibarr Customer Invoices or Supplier Invoices. Historical journal entries migrate as Dolibarr Accounting Entries with debit and credit lines mapped to the chart-of-accounts mapping. Open-item status (paid, unpaid, partially paid) is preserved from VAIL-ERP. Currency amounts migrate as-is; multi-currency requires enabling Dolibarr's multi-currency module before migration.

VAIL-ERP tax codes apply rate, jurisdiction, and applicability flags to financial transactions and inventory items. We map tax code definitions to Dolibarr Accounting Tax records with rate, account assignment, and applicable module flags. Tax codes used in open transactions are flagged for the customer's admin to verify jurisdiction mapping before close-out. Dolibarr's tax module must be configured before transaction imports begin.

VAIL-ERP user accounts carry role assignments tied to module access and active/inactive status. We map user records to Dolibarr User with login, email, and status preserved. Role mappings from VAIL-ERP become Dolibarr permission profiles assigned to each User. Users without email addresses in VAIL-ERP require an email field populated before migration or an alternate login identifier configured.

VAIL-ERP custom fields for healthcare-specific attributes (insurance codes, referral sources, clinical flags, patient status codes) are enumerated during the discovery phase by reviewing sample records since no schema export is available. Each discovered custom field maps to a corresponding Dolibarr ExtraFields definition on the target entity (ThirdParty, Product, Project, User) with equivalent datatype (string, integer, select, checkbox, date). Custom fields discovered after the import mapping is finalized require a re-run of the affected module's import. We document every ExtraFields definition in the migration spec before any data loads begin.

VAIL-ERP attaches documents to patients, encounters, suppliers, and HR records with file name, type, attached entity reference, and date. We export document metadata and the file binaries, then reattach them in Dolibarr to the corresponding entity (ThirdParty, Project, Product, User) via Dolibarr's document management linking. File type and original upload date are preserved in the Dolibarr document record. Binary files are stored in Dolibarr's designated document directory structure.