Migrate from VAIL-ERP to Epicor Prophet 21

VAIL-ERP employee records (job titles, department assignments, compensation history, effective-dated changes) map to Epicor HCM Employee records. We preserve department assignments by resolving VAIL-ERP department codes to Epicor cost-center entities. Any VAIL-ERP employee records without a matching Epicor user account are held in a reconciliation queue for the customer's admin to provision before import. Note that VAIL-ERP HR data includes healthcare-specific fields (licensure, certifications, shift assignments) that Epicor HCM represents differently and may require custom UD field creation.

VAIL-ERP department and cost-center records are mapped to Epicor ERP Cost Center entities first, before any dependent record import. All downstream foreign-key references in employee, supplier, and financial transaction records are resolved against the cost-center mapping to maintain referential integrity during migration.

VAIL-ERP supplier records (contact details, agreed pricing, contract references, payment terms) map to Epicor ERP Supplier records. We preserve the supplier's primary contact, address, and tax ID where present. Supplier-specific pricing agreements require a manual review post-migration because Epicor represents supplier pricing in the Purchase Order and AP modules rather than as standalone pricing agreement records.

VAIL-ERP inventory items (part numbers, descriptions, stock levels, reorder points, location assignments) map to Epicor ERP Part records. Stock levels transfer to PartBin quantities per warehouse location. Multi-site VAIL-ERP deployments require Epicor Site and Warehouse records to be provisioned before inventory import so that PartBin entries carry the correct location reference.

VAIL-ERP chart of accounts (account codes, descriptions, account types, cost-center assignments) maps to Epicor ERP GL Account structure. We flag any inactive or archived VAIL-ERP accounts that should not carry forward. Account segment structure (if VAIL-ERP uses cost-center or department segments) maps to Epicor's COA segment configuration.

VAIL-ERP tax codes (rate, jurisdiction, applicability flags) map to Epicor ERP Tax Connection rules and Tax Master entries. We flag any tax codes used in open AP/AR transactions so that the customer's admin can verify jurisdiction mapping in Epicor before those records post.

VAIL-ERP AP ledger entries (vendor invoices, payment history, terms) map to Epicor AP Invoice and AP Payment records. We preserve open items with invoice number, vendor reference, amount, due date, and currency. Closed items transfer as AP Invoice records with a paid status. GL account distribution from VAIL-ERP maps to Epicor AP Invoice Detail lines.

VAIL-ERP AR ledger entries (customer invoices, payment history, terms) map to Epicor AR Invoice and AR Payment records. We preserve open items with invoice number, customer account, amount, due date, and currency. Closed items transfer as AR Invoice records with a paid status. Note that VAIL-ERP customer records (if present in the finance module) may require separate Customer record creation in Epicor if not already mapped from the supplier/contact module.

VAIL-ERP journal entries (transaction date, account code, debit/credit amounts, description, source module) map to Epicor ERP GL Journal Entry records. We preserve the journal entry number, entry date, and posting date. Multi-line journal entries transfer with all debit and credit lines intact and COA segment values mapped to Epicor's segment structure.

VAIL-ERP user accounts (login, role, module access) map to Epicor ERP User records. Role mappings require a manual review because VAIL-ERP role structures are module-specific and do not map directly to Epicor's Kinetic role and permission framework. We deliver a role reconciliation worksheet for the customer's admin to resolve before user access is configured.

VAIL-ERP document attachments (files linked to patients, encounters, suppliers, employees, inventory items) are exported as file metadata (file name, type, attached entity, date) alongside the files themselves. We reattach documents to the equivalent Epicor records (Part, Supplier, Employee) based on the attached-entity reference in VAIL-ERP. Documents attached to patient and encounter records cannot attach to a valid Epicor entity and are flagged for the customer's decision: archive, external document management, or a separate clinical system.

VAIL-ERP custom fields (insurance codes, referral sources, clinical flags, and other per-organization attributes) are enumerated during the discovery phase by sampling records. We map discovered custom fields to Epicor UD (User-Defined) fields on the corresponding IDO collection (Part, Supplier, Employee). Healthcare-specific custom fields with no Epicor IDO target require a decision during scoping: create a custom UD table, map to an existing Epicor field, or archive. Custom field definitions discovered after the import mapping is finalized require a re-run of the affected module's import.

VAIL-ERP patient records (demographics, encounter history, insurance details) have no direct Epicor ERP equivalent because Epicor is a manufacturing ERP without a clinical or patient management module. We flag this as a critical migration gap during scoping. Options include: archiving patient data to a separate HIPAA-compliant system before migration, keeping VAIL-ERP in read-only mode for clinical records, or integrating a dedicated healthcare CRM post-migration. We do not load patient records into Epicor ERP.

VAIL-ERP clinical encounters (encounter-type codes, provider assignments, timestamps, treatment plans) have no Epicor ERP equivalent. Encounter-to-patient linkage cannot be preserved in Epicor. If the customer requires encounter history for operational purposes (e.g., warranty claims on medical equipment), we map encounter summaries to Epicor Job records or a custom UD table; otherwise, encounter data is flagged for archival or exclusion.