Key Considerations for Migrating Dynamics GP to Business Central
Explore crucial details before migrating from Dynamics GP to Business Central, including insights on the GP-BC backstory, essential considerations, deployment options, migration tools, best practices, and the rationale behind companies switching. Learn why NAV emerged over GP, implications for GP customers, and the driving factors prompting the transition to Business Central.
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Presentation Transcript
What you need to know before migrating Dynamics GP to Business Central Janelle Riley Janelle Riley Todd Froemming Todd Froemming President, CEO VP of Consulting Services Syvantis Technologies, Inc. Syvantis Technologies, Inc.
Agenda Introductions The GP-BC backstory What to know about Business Central before you migrate Deployment and licensing options How to Migrate Using the GP-BC cloud migration tool Migration best practices Q&A
Meet Syvantis Gold Partner with 20+ years of experience with Dynamics GP, NAV, Business Central, and CRM Cloud-first since 2008
The GP Business Central Backstory
How we got here 2001-2002: Microsoft purchased 4 ERP systems: Axapta > Dynamics AX (Enterprise) Solomon > Dynamics SL (Projects) Great Plains > Dynamics GP (Mid-market) Navision > Dynamics NAV (Mid-market) 2016: Cloud versions of NAV and AX are released 2018: Cloud version of NAV and AX are rebranded to D365 for Finance and Operations and D365 Business Central 2022: BC online is a solid mid-market cloud solution
Why did NAV win over GP? Dynamics NAV Development architecture is built to more easily allow modifications Can be extensively modified Online processing system Dynamics GP It s more difficult to build on GP s development architecture Black box (not customizable) Batch processing system
What does this mean for GP customers? Dynamics GP still has a large installed base. Microsoft has published a product roadmap through 2028. HOWEVER, Microsoft is no longer developing on GP, so you will not see any significant improvements going forward. Microsoft is heavily investing in Business Central, introducing features that GP customers will appreciate.
Why are companies switching from GP to BC? Some users dislike the legacy GP interface Led by IT: Want to move to the cloud Don t want to support GP anymore Looking to reduce support costs through features like single sign-on Looking to add significantly new functionality and don t want to invest in a legacy solution
What to know about Business Central (before you migrate!)
Navigating the Change (Don t expect this!)
What your users need to know We call this a migration, but it is actually an implementation of a new ERP system. Don t try to wedge GP processes into Business Central, or you will lose much of the business value of making the switch. Plan for disruption of users work for at least 2 months post-go live. Don t plan to do dual entry, but test well
GP/BC User Experience Differences Dynamics GP Classic user interface (web app available) Search only available on web client Business Central Web and App interfaces Search used extensively; uses fuzzy logic Batches not the same concept List queries and Ledger Entries queries Master records edits in the UI Manage transactions by batches Smartlists used extensively Master record edits require PSTL or utility Extensive addon community but hard to find 2,796 BC apps on AppSource
GP/BC System Differences Dynamics GP Business Central Imports through Integration Manager Extender is used to add fields Series Post and hung-up batches Americanized vocabulary Windows can t be edited by users Edit in Excel/Config Packages Easily add fields with extensions Does not exist Some terms are lost in translation Extensive personalization
Deployment and Licensing Options
Deployment options Description BC Online * BC Hosted BC On Premise Licensing Monthly Monthly/Purch ** Monthly/Purch** Upgrades Automatic User Choice User Choice Scalable Yes Yes No SQL Database Access No Yes Yes License Reductions Annually Subs - At any time Rarely Cloud Migration Tool Yes No No * Most common option ** Can purchase monthly BC Online licenses for use on premise
Bridge to the Cloud Promotion Continue to pay your annual renewal for GP and get BC online for free for up to 4 years Promotion expires on December 31, 2022 Quantity of BC users is calculated by: Essentials BC users: (Annual Renewal amount) / 12 / $28 Premium BC users: (Annual Renewal amount) / 12 / $40 If you change your mind, you pay lapsed fees. If you do not move to BC online within 4 years you effectively lose your GP licenses.
Migration Options 1. Use Microsoft s Cloud Migration Tool, or 2. Implement from scratch
Which option is best? Reasons to Implement: Want a fresh start Complex extension implementation (e.g. payroll timing) Going to hosted BC or BC on premise (tool doesn t work) Take full advantage of BC s added functionality Reasons to use the Migration Tool: Some cost savings (35K vs. 22K) Shorter time frame (2-3 months vs. 3-5 months) Making no changes to master record structure or overall design
Migrating Sales/Purchase History Migrating historical transactions is NOT a reason to use the Cloud Migration Tool because the data that is migrated is very limited and not generally useful. More data has been added recently. Transactions can be imported into BC history tables but no GL or Item tables will be hit.
What migrated GP history looks like Migrated data is contained in separate tables from live data. E.g., Payables transactions are accessed from the Vendors list:
What migrated GP history looks like The list contains raw data only; no drilldown to details and no ability to reprint.
Cloud Migration Tool
Prerequisites GP 2015 and later versions we can help you upgrade! SQL Server 2016 Database size less than 80 GB (contact Support for assistance) Must be going to BC Online
Data replicated by the tool Main account segment > BC Chart of Accounts Other account segments > BC Dimensions Summary GL Transaction History by Dimension Checkbook Master Customers and Addresses Open AR (remaining amounts only) Vendors and Addresses Open AP (remaining amounts only) Open Purchase Orders (remaining quantities only) Item Master Quantity on Hand (blank location)
Data Replicated by the tool Recently Released: Exclude inactive checkbooks Unreconciled bank transactions Additional columns in AR and AP transaction lists Fiscal periods Vendor EFT information Vendor, Customer, and Item Classes map to BC Posting Groups Limit the number of historical GL years In 2022 Wave 2: Enable module selection in migration Migrate master data only Increment migrated GL summary document numbers Exclude discontinued or inactive Items
Historical Data that goes to separate tables Receivables Transactions Sales Transactions (Quotes, Orders, Invoices, Returns) Sales Line Items Payables Transactions Purchasing Transactions Receiving Line Items Inventory Transactions
What doesnt migrate Inventory Bill of Materials Project Accounting Data Manufacturing Data Field Service Data Payroll Data
Migration/Re- Implementation Best Practices
Make changes in GP first Perform full system design to make sure that you are taking advantage of all of BC s functionality. Use PSTL (or Changer) to make all master record changes, including account segments. All changes will be rolled to historical transactions. Export historical Sales and Purchase transactions and import into BC without hitting sub ledgers or GL. (Translation will not be necessary because the transactions are already mapped to the correct historical records.)
Other Best Practices Rename your Account Segment descriptions to alphanumeric Dimensions to assist with data entry. (Segment 1 = Division) Run all applicable Checklinks and reconciles prior to migration Run a query against customer telephone number fields to verify there are no non- numeric characters in the telephone number. Correct any errors that are found. Multicurrency in each GP company: Configure multicurrency access for each currency in Administration -> System -> Multicurrency Access Configure Functional Currency in Financial -> Setup -> Multicurrency Setup Run Checklinks Multicurrency Setup and Company -> Period Setup
Other Best Practices Good training is critical because there are many differences between the systems. Email me for our session recordings where we go over 170 differences between GP and BC! This is not a DIY project engage a Partner that knows both GP and BC so they can help you make the transition.
Thank you for Attending! Session Survey janelle.riley@syvantis.com janelle.riley@syvantis.com todd.froemming@syvantis.com todd.froemming@syvantis.com
