Wholesale distributors
Distribution ERP data export: who owns your history in Prophet 21, Infor CSD, NetSuite and Business Central
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The short answer
A distribution ERP data export is the core of any distributor data license, and the terms we read today are friendly to it: Infor, Acumatica, Advantive (DDI System), NetSuite and Sage X3 all say the distributor owns its data (source: Infor Information Security Plan V1.26 (4.2, 11.1, 11.2), Acumatica Subscription SaaS Agreement (3.4, 3.7, 5.2), Advantive Master Services Agreement 2025 (2(e), 7(b), 11(c)), Oracle NetSuite Subscription Services Agreement v061526 (5.1), Sage X3 End User License Agreement, May 2018 (4, 10.1.2.4, 12.6)). The limits are narrower. Hosted systems give you a short window after you cancel (Infor deletes within 35 days, Acumatica charges after 60), vendor documentation stays out, and fields from the ERP's own AI features can carry restrictions.
Export with the ERP's own tools, before you cancel or migrate, and never give a buyer a login. Epicor Prophet 21 and Eclipse terms could not be read today, so your signed agreement governs.
What a wholesale distribution ERP holds, and what buyers want from it
Whatever the brand, a wholesale distribution ERP holds the same core records, all keyed to item, order and customer numbers. That linkage is what AI buyers pay for, so the goal of an export is to keep it intact.
| Module | Records | How buyers usually treat it |
|---|---|---|
| Quotes and order entry | Quotes, sales orders, order lines, substitutions, backorders, notes | Wanted; customer-specific prices masked or bucketed |
| Purchasing | Purchase orders, supplier confirmations, receipts, expedite notes | Wanted; supplier names tokenized, confidential supplier rates removed |
| Inventory and planning | Min and max, forecasts, transfers, cycle counts, adjustments, dead stock | Wanted; often the cleanest series you have |
| Returns | RMAs, credits, warranty claims and reasons | Wanted; contact names removed |
| Credit and AR | Credit limits, holds, collections notes, payment history | Wanted after personal data is removed |
| Warehouse | Picks, put-away, pack and ship, mispicks | Wanted; employee IDs tokenized |
| Pricing | Price matrices, contract pricing, SPA and rebate tables, cost files | Usually out or heavily changed; see the pricing guide |
| Item master | Your attributes and cross-references, plus manufacturer content | Your additions in; licensed manufacturer content out |
| System data | Configuration, schema, vendor documentation | Out; vendors treat it as their confidential information |
The quote module is the most valuable and the most sensitive part of the export. Our guide to special pricing agreements, rebates and price matrices covers how pricing fields are usually changed before delivery, and the wholesale distribution data licensing guide covers which buyers want which records.
Who owns distributor ERP data: the terms, ERP by ERP
We read each vendor's published terms on October 18, 2026. These are general terms; an order form or a negotiated agreement can change them, so treat this as a map of what to check, not a reading of your contract.
| ERP | Ownership clause | Vendor rights to know about |
|---|---|---|
| Infor CloudSuite Distribution (formerly SX.e) | Data is the customer's Confidential Information, and the customer owns all proprietary rights to it (ISP V1.26 §4.2) | Infor will not commercially exploit Data (§4.2). Its AI terms bar using its AI systems or data derived from them to build competing technology (§2(d)(II)) |
| Acumatica | As between Acumatica and you, you own your Subscriber Data (§3.4) | Owns aggregated statistics such as record counts and transaction types, without revealing your identity (§3.7). If you used AI Features, it may use that data to train its models, surviving termination (AI Terms §3.2) |
| DDI System (Advantive) | Customer owns all right, title and interest in Customer Data (MSA §7(b)) | May use anonymized aggregated data for any purpose, including benchmarking, and may make non-identifiable aggregated data public (§2(e), §7(b)) |
| Oracle NetSuite | All title and IP rights in Customer Data are owned exclusively by Customer (SSA §5.1) | Data is deleted after the agreement or account ends (§5.1) |
| Sage X3 | If the agreement ends, your data will remain your data (EULA §10.1.2.4) | May use pseudonymized, aggregated data for research, benchmarking and forecasting; you can object by contacting Sage (§12.6). Software system design is Sage's confidential information (§4) |
| Microsoft Dynamics 365 Business Central | The exported BACPAC holds your customer-specific business data | Export rules are set in Microsoft Learn (see below) |
| Epicor Prophet 21, Eclipse, Kinetic | Current master terms could not be read today | An older US template limits Epicor's use of Customer Data to performing its obligations (§9.3) |
Ownership is not the hard part. The vendor-rights column is what to bring up with a buyer, especially one that asks for exclusivity. If Acumatica's AI Features processed your data, Acumatica already holds a right to train on it (source: Acumatica AI Terms, June 2026 (3.2)), and Advantive may already publish non-identifiable aggregates (source: Advantive Master Services Agreement 2025 (2(e), 7(b), 11(c))). Neither stops you from licensing your records, but an exclusive buyer will want to know, and it is better that it hears it from you.
Export deadlines: what happens to ERP data after you cancel
Hosted ERP data has a short life after the contract ends. This is the single most common way a distributor loses the history a buyer would have paid for, usually during a migration or a wind-down.
- Infor. Ask through a support ticket within 30 days of termination (10 days for single-tenant) and Infor provides a native database export within 3 to 5 business days. Other formats cost extra. Infor permanently deletes customer data within 35 days after termination (§11.1, §11.2). Before termination, Infor returns backup copies as a native database export up to twice a year (source: Infor Information Security Plan V1.26 (4.2, 11.1, 11.2)).
- Acumatica. Subscriber Data stays available for 60 days after termination; after that, only for a reasonable fee (§5.2) (source: Acumatica Subscription SaaS Agreement (3.4, 3.7, 5.2)).
- Advantive (DDI System). Advantive may destroy or dispose of customer data after 90 days (§11(c)) (source: Advantive Master Services Agreement 2025 (2(e), 7(b), 11(c))).
- NetSuite. After the agreement or account ends, Oracle deactivates the account and deletes the data, with no separate retrieval window in the SSA (§5.1) (source: Oracle NetSuite Subscription Services Agreement v061526 (5.1)).
- Sage X3. You may extract your data before the agreement ends, and failing to do so does not stop it ending (§10.1.2.4) (source: Sage X3 End User License Agreement, May 2018 (4, 10.1.2.4, 12.6)).
- Epicor. An older US Master Customer Agreement template gives 30 days after expiration or termination to request a machine-readable file of customer data in Epicor's control, after which Epicor has no obligation to keep it (§3.6.3) (source: Epicor Master Customer Agreement, US template (3.6.3)). Check which terms your agreement follows.
Export first, then cancel or migrate
A migration usually brings over open orders, balances and a few years of history, not the decade a buyer values. Take a full export of the old system before the new one goes live, and before any notice of non-renewal. If you are winding the company down or selling it, our guide to selling a distribution business covers the order of operations.
Epicor Prophet 21 and Eclipse data exports
Prophet 21 and Eclipse are Epicor's two ERPs built for distributors, and a long-running install can hold a decade or more of history. Both hold years of quotes, orders, purchasing, inventory and notes that buyers want. We could not read Epicor's current master terms on October 18, 2026, so we can't tell you what they say about exports or AI use. What we can say:
- If you run P21 or Eclipse on premises, the database sits on your own server, and your own IT staff or partner can export from it without a vendor retrieval window.
- If Epicor hosts it, an older Epicor template gives 30 days after termination to ask for a data file (source: Epicor Master Customer Agreement, US template (3.6.3)). Your agreement may differ, so read the termination section before you plan a cloud move or a cancellation.
- Use Epicor's own reporting, export and API tools, or your implementation partner. Leave Epicor documentation and data dictionaries out of what you send, and keep any fields produced by Epicor AI features separate until you have checked the terms that cover them.
NetSuite: export all data before you give notice
NetSuite's Subscription Services Agreement is clear on ownership: all title and intellectual property rights in Customer Data are owned exclusively by the customer. The same clause says that after the agreement or account ends, Oracle deactivates the account and deletes the data in it (§5.1) (source: Oracle NetSuite Subscription Services Agreement v061526 (5.1)). There is no retrieval period in that clause, so a NetSuite distributor should treat the export as something to finish while the subscription is active.
In practice that means using NetSuite's own tools, such as CSV exports and saved searches, run by your staff or your NetSuite partner, and covering transactions (quotes, sales orders, purchase orders, item receipts, return authorizations, invoices and payments), items, and the notes and messages attached to records. Keep the internal IDs, because they are what link a quote to its order, fulfillment and invoice. Leave out SuiteApp data that belongs to a third-party vendor until you have checked its terms.
Business Central database export as a BACPAC file
Microsoft documents a database export for Business Central online. From the Business Central administration center, an internal or delegated administrator with the D365 BACKUP/RESTORE permission set can export an environment's database as a BACPAC file to a Standard general-purpose v2 Azure storage account. A paid subscription is required, and each environment can be exported at most 10 times a month (source: Microsoft Learn, exporting Business Central databases).
Microsoft describes the BACPAC as holding customer-specific business data, which can be imported into SQL Server or Azure SQL for further processing (source: Microsoft Learn, exporting Business Central databases). That makes Business Central one of the easier systems to archive in full. The work that remains is selecting the tables a buyer wants and removing the ones it should not get, such as bank and payment details.
Acumatica export, DDI System and Sage data exports
Acumatica. You own your Subscriber Data (§3.4), and it remains available for 60 days after termination before a fee applies (§5.2) (source: Acumatica Subscription SaaS Agreement (3.4, 3.7, 5.2)). Acumatica's own export tools, such as export scenarios and Excel or CSV exports, are the right route. If your team used Acumatica's AI Features, note that by enabling them you consented to Acumatica using inputs, outputs and data processed in connection with them to train its models, notwithstanding termination (AI Terms §3.2) (source: Acumatica AI Terms, June 2026 (3.2)).
DDI System (Advantive). Advantive's 2025 agreement confirms customer ownership (§7(b)), gives Advantive rights to anonymized aggregated data including for benchmarking (§2(e), §7(b)), and lets it destroy customer data 90 days after termination (§11(c)) (source: Advantive Master Services Agreement 2025 (2(e), 7(b), 11(c))).
Sage X3 and Sage 100. The Sage X3 EULA we read says your data remains yours and can be extracted before the agreement ends (§10.1.2.4), lets Sage use pseudonymized aggregated data unless you object (§12.6), and treats the software's system design as Sage's confidential information (§4) (source: Sage X3 End User License Agreement, May 2018 (4, 10.1.2.4, 12.6)). We could not read current Sage 100 or Sage Intacct terms today. Sage 100 is often installed on premises, which keeps the data on your own server.
What to leave out of a distribution ERP export
- Vendor documentation and schema guides. Sage X3's EULA treats system design as Sage's confidential information (§4) (source: Sage X3 End User License Agreement, May 2018 (4, 10.1.2.4, 12.6)). Describe your data in your own words instead.
- ERP AI outputs. Infor's AI terms bar using its AI systems “or any data derived therefrom” to develop competing products or technologies (§2(d)(II)) (source: Infor Additional Terms for AI Systems, US, July 1, 2026 (2(d))). Strip AI-generated forecasts, suggestions and summaries unless the terms clearly allow them.
- Pricing tables. Customer price matrices, contract pricing, SPA and rebate tables. See the pricing guide.
- Manufacturer content. Licensed catalog descriptions, images and price files.
- Payment and personal data. Card numbers, bank accounts, guarantor details, and employee and contact names, which are removed or tokenized.
Buyers say the same in their own terms: one broker excludes proprietary pricing logic, and one buyer program excludes payment card data by name (source: program terms, Regulr buyer directory). Each figure and exclusion is a program's own advertised term; our buyer directory lists the programs and links to their published terms.
Checklist: exporting distribution ERP data for a license
- Find your ERP agreement and read the ownership, termination and AI sections.
- Note every system that holds history: current ERP, any old ERP database, e-commerce, help desk, CRM, WMS.
- Confirm whether the old system from your last migration still exists, on a server or as a backup.
- Ask your staff or implementation partner to run the export with native tools, keeping internal IDs.
- Separate pricing, payment, vendor documentation and AI-output fields before anything leaves.
- Tell any buyer seeking exclusivity what aggregated or AI rights your vendor already holds.
- Finish exports before notice of non-renewal or a go-live on a new system.
To see what an export like this could be worth, try our data value checker, or see what your distribution records could qualify for.
How Regulr is paid, and how we write these pages
Regulr is a sell-side advisor. When a business we introduce signs a license, we may be paid a fee by the buyer or through a program's referral terms. We list every program we can verify whether or not it pays us, order is never set by fees, and every figure is the company's own advertised term with a link to where it says so. Regulr has not closed a data deal yet, so nothing here describes our results.
Frequently asked questions
Who owns the data in my distribution ERP?
Under the ERP terms we read on October 18, 2026, the distributor does. Infor's security plan says the customer owns all proprietary rights to its data, Acumatica says you own your Subscriber Data, Advantive's agreement for DDI System says the customer owns Customer Data, NetSuite's says it is owned exclusively by the customer, and Sage X3's says your data remains your data. Your signed contract and any order form are what actually govern.
How do I export all data from NetSuite?
Use NetSuite's own export tools, such as CSV exports and saved searches, while your subscription is active. NetSuite's Subscription Services Agreement says that after the agreement or account ends, Oracle deactivates the account and deletes the data in it, and it states no separate retrieval window. Plan the export before you give notice, and keep the files on storage you control.
How do I export the database from Business Central online?
From the Business Central administration center, an administrator with the backup and restore permission can export an environment's database as a BACPAC file to a standard general-purpose v2 Azure storage account. Microsoft allows up to 10 exports per environment per month and requires a paid subscription. The file holds your business data and can be restored into SQL Server or Azure SQL for further work.
How long do I have to export my data after I cancel a hosted ERP?
It varies by vendor. Infor returns a native database export if you ask within 30 days of termination (10 for single-tenant) and deletes within 35 days. Acumatica keeps your data available for 60 days, then charges a fee. Advantive may destroy data after 90 days. Sage X3 says to extract before the agreement ends, and NetSuite deletes data after the account ends. Export first, then cancel.
Can I include Prophet 21 or Eclipse data in an AI data license?
The records your team created in P21 or Eclipse, such as quotes, orders, purchase orders, inventory transactions, returns and notes, are the core of most distributor data packages. We could not read Epicor's current master terms today, so check your signed agreement for any limit on exports and for the window after termination. An older Epicor template gives 30 days after termination to request a data file. On-premises installs keep the database on your own server.
Should the AI buyer get access to my ERP to pull the data?
No. Your own staff or your existing implementation partner should run the export with the ERP's native tools, and the buyer should receive files you have reviewed. Vendor terms commonly restrict third-party access and automated scraping, and an outside login also makes it harder to keep excluded data, such as customer pricing, out of the package.
What ERP data should never go into an AI data package?
Vendor documentation, schema guides and data dictionaries, which vendors treat as their confidential information; fields generated by the ERP's own AI features where the vendor's AI terms restrict them; card numbers, guarantor and bank details; and customer-specific prices, SPA and rebate files unless you have cleared them. Buyers typically ask for these to be removed before delivery.
Sources
ERP terms and the Microsoft Learn page read on their own pages or PDFs on October 18, 2026. Epicor's current master terms could not be read that day; the Epicor template is an older US agreement. Our buyer directory lists the programs and links to their published terms, checked October 15, 2026.
- Infor Information Security Plan V1.26 (4.2, 11.1, 11.2)
- Infor Additional Terms for AI Systems, US, July 1, 2026 (2(d))
- Acumatica Subscription SaaS Agreement (3.4, 3.7, 5.2)
- Acumatica AI Terms, June 2026 (3.2)
- Advantive Master Services Agreement 2025 (2(e), 7(b), 11(c))
- Oracle NetSuite Subscription Services Agreement v061526 (5.1)
- Microsoft Learn, exporting Business Central databases
- Sage X3 End User License Agreement, May 2018 (4, 10.1.2.4, 12.6)
- Epicor Master Customer Agreement, US template (3.6.3)
- program terms, Regulr buyer directory
Brian Boesen · Founder, Regulr AI
Brian runs Regulr AI, which works for established businesses that want to license de-identified records to AI companies. He checks each program's published terms against its own pages and updates these guides when they change. Last updated October 18, 2026.
This page is general information, not legal advice, and Regulr is not a law firm. Rules vary by state, by profession and by contract, and they apply to your facts, not to a category. You approve exactly what is in scope before anything is shared.
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