Migrate from Vault-ERP to Acumatica

Vault-ERP customers map directly to Acumatica Customers. In Acumatica every customer must belong to a CustomerClass that governs terms, credit limits, and financial settings. We assign a default CustomerClass to all migrated records and flag any customer that lacks a class assignment, requiring a review before the import finalizes to ensure downstream invoicing and credit checks operate correctly.

Vault-ERP vendors map to Acumatica Vendors. Vendor payment terms such as Net‑30 or Net‑60 translate to Acumatica Payment Terms IDs, which control due date calculations and early‑payment discounts. If Vault stores multiple payment methods for a single vendor, we consolidate them into a primary vendor record and attach the dominant term, preserving the most relevant payment behavior.

Vault-ERP inventory items, whether stock, non‑stock, or service, map to Acumatica Inventory Items. The ItemType field in Acumatica distinguishes these categories; we use a value‑mapping to align Vault’s type labels. Warehouse assignments in Vault must reference Branch/Warehouse records created in Acumatica beforehand, so we pre‑create those structures to ensure item location data is valid on import.

Vault-ERP GL accounts map to Acumatica GL Accounts. Account type (Asset, Liability, Equity, Revenue, Expense) translates to the Account Class field, which governs posting rules and financial statement grouping. The Active/Inactive status from Vault maps to the Active flag on the GL Account screen, preserving the current usage state of each account in the chart of accounts.

Vault-ERP projects become Acumatica Project/Contract records. Each Project in Acumatica is linked to a Project template that defines billing rules, revenue recognition method, cost tracking approach, and default GL accounts. We derive the appropriate template from Vault’s project type field, create the template entries before importing projects, and ensure each project’s settings are aligned with its operational characteristics.

Vault-ERP project tasks map to Acumatica ProjectTask records. Each task must reference a ProjectID that originates from the migrated Vault project; we load projects first to guarantee the foreign key exists. Tasks are sequenced after their parent project to resolve the reference correctly during import, and any orphaned tasks are held for manual resolution.

Vault-ERP invoices become Acumatica ARInvoice records. The customer reference on each invoice resolves to the migrated CustomerID, and line items use the migrated InventoryItemID where applicable. Acumatica recalculates line totals and tax amounts through its tax engine, so we preserve Vault’s original tax breakdown as a note on the invoice for audit purposes.

Vault-ERP bills map to Acumatica APBill records. The vendor lookup on each bill resolves to the migrated VendorID, ensuring the payee is correctly linked. Acumatica computes taxes based on its tax zone configuration, so we store the original tax jurisdiction and rate as a note on the bill, allowing auditors to compare the migrated tax data with Vault’s original breakdown.

Vault-ERP employee records split into two Acumatica entities: attributes such as name, department, and hire date become Employee records, while login credentials and role assignments become Acumatica User accounts resolved by matching email addresses. Employees lacking an email address are flagged for manual User account creation to ensure every owner reference in projects, invoices, or approvals can be resolved.

Vault-ERP time entries map to Acumatica TimeEntry records linked by EmployeeID and ProjectID. The billable flag translates to the IsBillable field, controlling whether the entry is eligible for billing. If Vault tracks time by individual task, we link the entry to the corresponding migrated ProjectTaskID, ensuring accurate project cost aggregation and invoicing.

Vault-ERP custom properties attached to any entity are catalogued during assessment. Each custom property becomes a custom field on the corresponding Acumatica DAC, added via a Customization Project before the import runs. Custom fields are type-aware: text, number, date, and pick-list types map to their Acumatica equivalents.

Vault-ERP file attachments associated with any entity are migrated as Acumatica Notes or Files linked to the corresponding record. We download each file from Vault, store it in Acumatica’s file repository, and attach it using the NoteID reference on the parent entity. The original file name, MIME type, and creation date are preserved as metadata on the Note record to maintain audit trails.

Vault-ERP sales orders map to Acumatica SalesOrder records. The order status (open, completed, cancelled) translates to the corresponding Acumatica status field, preserving the current lifecycle state. If Vault records multi‑step fulfillment stages, we capture those as a fulfillment workflow note that can be referenced when configuring Acumatica’s warehouse management, ensuring that shipping and inventory allocation logic aligns with the original process.