Migrate from VAIL-ERP to Odoo ERP

VAIL-ERP patient records contain demographics, insurance details, referral sources, and clinical flags in a single module. We split this into an Odoo medical module patient record (holding clinical identifiers, insurance codes, and encounter history) and an Odoo Contact record of type person (holding name, address, phone, and email). The patient record and contact record are linked via the Odoo medical partner link. Insurance number, referral source, and clinical flags from VAIL-ERP become custom fields on the Odoo medical patient model. We use the VAIL-ERP patient identifier as the external reference on the Odoo record for audit continuity.

VAIL-ERP clinical encounters are linked to patient records with encounter type codes, provider assignments, and timestamps. We map encounter records to Odoo medical.encounter, preserving encounter date, type (inpatient/outpatient/emergency), and provider assignment. Encounter-to-patient linkage is maintained by resolving the VAIL-ERP patient foreign key to the corresponding Odoo medical.patient record during import. Encounter-level notes and diagnoses migrate as encounter description fields.

VAIL-ERP HR module stores employee profiles with job titles, department assignments, compensation history, and effective-dated changes. We map employee records to Odoo hr.employee, resolving department names to Odoo hr.department IDs and mapping manager assignments by matching employee names or identifiers. Compensation history and effective-dated changes migrate as employee contract records in Odoo HR. Any inactive VAIL-ERP employees are imported as archived Odoo employee records pending admin review.

VAIL-ERP supplier records carry contact details, agreed pricing, and contract references from the procurement module. We map supplier records to Odoo res.partner with supplier checkbox enabled, creating associated purchase.pricelist records for agreed pricing agreements. Supplier contact details (address, phone, email, website) migrate directly. Contract references and pricing terms migrate as notes or custom fields on the partner record. If VAIL-ERP maintains separate supplier and vendor contacts, both map to res.partner with the appropriate supplier or vendor flag.

VAIL-ERP inventory items include part numbers, descriptions, stock levels, reorder points, and location assignments across multi-site deployments. We map item records to Odoo product.product (or product.template for single-variant items), with stock levels imported as stock.quant records across the configured Odoo warehouses. Part number from VAIL-ERP maps to product.default_code; description maps to product.name. Multi-site stock locations in VAIL-ERP map to Odoo stock.location records within the configured warehouse structure. Reorder point and preferred vendor migrate to Odoo product routes and vendor Pricelist entries.

VAIL-ERP AP/AR ledgers and journal entries are stored in the finance module with account codes, transaction dates, and amounts. We map open AP and AR items to Odoo account.move records in draft state so that the Odoo accounting team can post them after validating the chart of accounts mapping. Closed or historical journal entries migrate as locked account.move records to preserve audit history. VAIL-ERP invoice and payment records map to Odoo account.move with move_type set to entry, out_invoice, in_invoice, out_payment, or in_payment based on the VAIL-ERP transaction type.

VAIL-ERP custom fields for healthcare-specific attributes like insurance codes, referral sources, and clinical flags are created per-organization without a schema export. We enumerate all active custom fields by reviewing a representative sample of records during the discovery phase, then create corresponding custom fields in Odoo using developer mode or a custom module. Field types are mapped explicitly: VAIL-ERP text fields become Odoo char or text fields, date fields become date fields, numeric fields become float or monetary depending on context. Any custom fields discovered after the import mapping is finalized require a re-run of the affected module's import.

VAIL-ERP attaches documents to patients, encounters, suppliers, and HR records. We export document metadata (file name, file type, attached entity type, attached entity ID, and attachment date) alongside the binary files themselves, then reattach them to the corresponding Odoo records (medical.patient, medical.encounter, res.partner, hr.employee) via Odoo's ir.attachment model. Document content migrates as binary blobs; we do not migrate document versioning history. The customer's Odoo document management configuration determines the final storage location (database or file system).

VAIL-ERP department and cost-center records are used across HR, finance, and inventory modules. We map department records to Odoo hr.department, establishing the department hierarchy by resolving parent-department references during import. The VAIL-ERP cost-center identifier maps to a custom field on hr.department so that it can be used in Odoo accounting cost-center reporting. Department records are imported first as reference data because downstream foreign-key references in employee, product, and financial transaction imports depend on the resolved department IDs.

VAIL-ERP user accounts carry role assignments tied to module access. We map user records to Odoo res.users, preserving login email and name. Role assignments in VAIL-ERP do not map directly to Odoo's security groups because the permission models are structurally different; we document the VAIL-ERP role structure in a role-mapping table for the customer's Odoo admin to configure Groups and access rights in Odoo after migration. Any VAIL-ERP user marked as inactive maps to an inactive Odoo user record pending admin deactivation.

VAIL-ERP chart of accounts defines the financial structure used by all transaction entries. We extract the full account list including account code, name, type (asset, liability, equity, income, expense), and active status, then map it to Odoo's account.account model. Account type mapping is critical: VAIL-ERP receivable accounts map to Odoo type receivable, payable accounts map to payable, and so on. Inactive or archived VAIL-ERP accounts are flagged in the mapping output. The chart of accounts must be configured in Odoo and validated before any financial transaction import begins, because account.move lines reference account.account records by ID.

Tax codes in VAIL-ERP apply to financial transactions and inventory items with rate, jurisdiction, and applicability flags. We map tax code definitions to Odoo account.tax records, setting tax_type (sale/purchase), amount_type (percent/fixed), and amount. Tax jurisdiction flags from VAIL-ERP map to Odoo's tax scope and tax_exigibility settings. Any tax codes actively used in open financial transactions are flagged in the mapping output and validated before transaction import. Inactive or superseded tax codes in VAIL-ERP are imported as archived Odoo tax records.