Dynamics 365 Business Central is here to stay. All Dynamics GP users know about it and realize that eventually, it will make sense to move to this new cloud-based ERP system. You certainly do not need to rush, but you should be prepared.

At Dexpro Dynamics, we encourage all our Microsoft Dynamics GP customers to have a three-to-five-year plan for their ERP system. You have the freedom to choose when moving to Business Central makes the most sense for your business. However, even if you are not making any changes now, you should still be discussing your options and laying the groundwork.

How can you prepare in advance to move From Dynamics GP to Dynamics 365 Business Central?

Here are four things your company can do now to prepare for a Dynamics GP to Dynamics 365 BC transition later:

1)      Get your free Dynamics 365 BC licenses

As a Microsoft Dynamics GP user, you are able to take advantage of Microsoft's Bridge to Cloud 2 Promotion which includes a 40% discount on Dynamics 365 BC Licenses. Microsoft will also waive your Dynamics GP Enhancement Plan if your current Business Central subscription is equal to or greater than your current GP annual renewal cost.

In other words, you own licenses to both ERP systems at no extra cost. This promotion can be applied for up to three years, allowing time to gradually transition to Dynamics 365 Business Central.

Microsoft treats their clients very well with this promotion, and we advise all our clients to take advantage of it. If you are interested in learning more about this promotion, contact us. 

2)      Clean up your data

You have heard the expression, “Garbage in, garbage out.”

If you have had Dynamics GP for 20 years, there are likely old vendors, old accounts, and other outdated information silently “junking up” the system. Moving from Dynamics GP to Dynamics 365 Business Central is an opportunity for the team to review their system, identify necessary, accurate data, and start fresh in the new system. This will help to improve the speed and quality of reporting, saving you time in money.

Sometimes you must slow down and address issues to speed up. 

Many people do not realize that you already own tools within Dynamics GP that will help you with this data cleanup. For example, the Professional Services Tools Library (PSTL) allows you to merge master records and not lose historical data.

Not sure of what you own in Dynamics GP? Take the quiz.

3)      Review your business processes

Implementing a new system is a great time to address processes that are manual or cumbersome. We recommend, identifying processes that are holding you back and implementing process changes in your new system. 

For example, likely your Chart of Accounts was set up decades ago. Perhaps it was never set up correctly, but everyone got used to it that way. Or it was set up for the business model at the time, but the model has evolved. Trying to mimic that in your new system defies all logic and best practices. (Plus, Business Central has a new Dimensional Chart of Accounts that you don’t want to miss out on using.)

Ask your team:

• What processes are manual that can be automated?
• What processes are not working, but you have compensated with a workaround?
• Which processes take too many steps to complete?
• What is on your user wish lists?
• Do we need extra security measures in place?
• How about reports?

This is a chance for a fresh start.

Sometimes you don’t know what you don’t know. Having another set of experienced eyes evaluate your processes can be extremely valuable. Dexpro Dynamics offers professional system and business process evaluations based on decades of experience with hundreds of organizations.

Some companies do not want to spend the extra money upfront for a “process evaluation” or “discovery.” However, a detailed business process review before any new implementation is critical to success. Having a clear vision saves money and time.

The team at Dexpro Dynamics can evaluate your business needs today and help you think about where your business will go in the future.

4)      Choose the right timeframe

Any ERP implementation will be time-consuming for your team; there is no way around that, especially when it comes to testing and training.

Of course, when you move between Microsoft products, the training will be less time intensive because there is some familiarity and connections with other Microsoft products. But it will still take time.

This can be a challenge, especially if you already feel understaffed.

Here are a few tips:

• Don't plan an implementation when you have several other internal project deadlines.
• Don't plan your implementation when several staff members will be on vacation.
• Don’t plan an implementation during your busiest season.

One client I am working with wants a yearlong implementation instead of the typical three to six months. Of course, this is not on our side, but it is best for them because of their busy seasons and staff levels. As long as we are all clear on that, we can work with their schedule.

Plus, the promotion I mentioned at the start allows companies to take a little longer and not worry about paying for two ERP systems.

Be sure you know this before moving from Dynamics GP to Dynamics 365 BC:

To be clear, I want to set the expectation that switching from Dynamics GP to Dynamics 365 Business Central is still a NEW implementation. It is not an upgrade. There are tools that can be used to transfer data from GP to BC or connect data from GP to BC but all it will do; it will help to speed up the process.

Of course, the change will not be as severe or drastic as going to another non-Microsoft ERP system. There is a resemblance between the products and coordination between Microsoft Office suites. And there are data tools that allow you to push some historical data from Dynamics GP into Dynamics 365 Business Central.

With BC, you have full blown cloud experience. So, you are no longer worrying about, or paying for, upgrades of any kind. BC also has a stronger collaboration with the Office Suite, and Microsoft constantly enhances the product.

So cost-wise, when you are ready to move off on-premises Dynamics GP, we believe that Dynamics 365 Business Central is more cost efficient choice for most companies.

But good preparation is vital.

Dexpro Dynamics can help.

If you want to stay on-premises for as long as possible, or you are ready to move to the cloud right away, Dexpro Dynamics can help you evaluate your options, get your free licenses, clean your data, review your processes, and choose the right timeline.

Contact Dexpro Dynamics to get started.

By Dexpro Dynamics, Microsoft Silver Certified Business Applications Partner.