FAQ: Upgrading from Dynamics GP to Business Central
Update: The Bridge to the Cloud promotional period has been extended through December 31, 2022. (The promotion originally ran through June 2022, as reflected in the blog below.)
You’re here likely because you’re considering upgrading from Dynamics GP to Dynamics 365 Business Central, and you’re doing your due diligence by researching all you can on the subject.
The story behind Business Central’s growth is steeped in Microsoft’s history, and it brings clarity to the movement that many Dynamics GP users may not be aware of: though Microsoft has several ERP’s—including Dynamics GP and Dynamics NAV—Business Central is now Microsoft’s premier midmarket ERP solution. Undoubtedly, if GP is near and dear to you, you will not be on board with a migration without first knowing the answer to this question: why should a business move from an ERP they are comfortable with (such as GP) and forge ahead with a new ERP?
As a Microsoft Partner gold certified Enterprise Resource Planning, gold in cloud platform, and silver in small and midmarket cloud solutions, Syvantis is often asked this very question, as well as many others, when a company is considering an upgrade from GP to Business Central. So, we’ve compiled the most frequently asked questions, and our answers, on the subject.
Q1: What does “cloud-based” mean?
Dynamics 365 Business Central is cloud-based, which means that your data and computer applications are remotely stored and delivered over the internet. (This means Business Central and any other cloud-based solutions are available anywhere at any time.) This varies from on-premises systems, where everything is stored on local servers, perhaps down the hall from the office space, and which incur steep infrastructure costs to startup or upgrade.
We host Dynamics GP and Business Central clients on Microsoft’s Azure Cloud, an open and flexible cloud platform within Microsoft datacenters that is safer, faster, more redundant, more scalable, and more affordable than hosting on your own servers.
Q2: Does being on the cloud mean compromised security?
No! In fact, it’s better. When you use Microsoft’s Azure cloud, you get all the state-of-the-art security measures that Microsoft has already invested in, without having to navigate that process yourself. These measures include perimeter fencing, video cameras, security personnel, secure entrances, and real-time communications networks.
You can also opt in (which we recommend) to Azure Active Directory and multi-factor authentication options—available via Dynamics 365 and Office 365, to make sure that only your authorized users get into your system. With industry-standard encryption protocols and threat protection services, you have tight security.
Data itself is less likely to be lost, as well. Your data is redundantly stored in a main location and a secondary location within two Microsoft datacenters. If one datacenter is compromised (say, due to an earthquake), your data can be recovered via the backup data center in a different part of the country. This is a huge benefit of cloud-based applications – an on-premises environment will rarely have these redundancy and recovery options.
Q3: Do we have to upgrade to Business Central now?
No. You don’t need to update. Microsoft has listed no sunset date on Dynamics GP, and we will continue to support GP, on-premises and on the cloud. If your GP is working just like you need it to, that’s great and we wouldn’t recommend an upgrade.
But, if you are looking to add functionality or customize GP in any way—or you’re not completely happy with how GP works for your business—and you come to us to do that work, we’d feel dishonest doing the work for you without helping you weigh your options for the absolute best business decision for now and the future. Perhaps some GP customizations would be a good investment, or they may be costs that don’t pay off in the long run (aka if you end up needing to move to a new ERP soon).
Q4: What’s the difference between migrating and reimplementing?
Terminology gets confusing and we sometimes intertwine it, but when we say “migrate” we typically mean you are moving your ERP system from your current one to the new one. The moving process is connected.
A reimplementation is basically starting from scratch with your ERP, leaving your current one and having a whole new one set up for your business. The two systems are separate.
The terminology difference between migrating and reimplementing is somewhat nit-picky, but it does impact some things, like how or if you can bring in data from your previous ERP.
Q5: Why upgrade, anyway?
Here are some of the benefits of upgrading that we want to highlight:
Upgrade schedule: Dynamics GP is no longer receiving major upgrades from Microsoft, and that development attention has diverted to Business Central. Though Microsoft continues to support GP, it receives only one update a year, which are minor bug fixes and changes. Meanwhile, Business Central receives two major updates a year and monthly updates. It is constantly being developed and will continue to get even better as time goes on. So this is a difference between staying comfortable (on GP) with no new features, and riding with and benefiting from tech advancements (on Business Central).
No more hung-up batches or Financial Series Post: Because Business Central is cloud-based and a fully online data processing solution (while GP is a batch processing system), there’s no such thing as the dreaded hung-up batch that can take up so much time if there’s even a hiccup in your network with GP. In addition, no more running Checklinks or Reconciles, and the transactions integrate automatically into the General Ledger without the use of Series Post.
Cost: Did we mention no more infrastructure costs? It’s worth another mention. Though Business Central does include an on-premises solution, the primary implementation is on the cloud, which removes all infrastructure and update costs and concerns (like security) that comes along with that.
And licensing costs are not just competitive with other mid-market ERP systems, they are very affordable. Particularly if you have existing GP licensing, switching to Business Central via the Bridge to the Cloud promotion (more on this later) means insane pricing – you essentially get Business Central licensing FOR FREE (you just keep paying your annual renewal fee).
Modern interface: Because Business Central is cloud-based and more recently developed, it has a more modern, intuitive, and user-friendly interface. The search function is easy to use as a main form of navigation, and the app looks and operates much the same as other Dynamics 365 suite apps. So, if your employees are switching between Dynamics 365 apps (say, Business Central and Sales), they will have a seamless experience that almost feels like they are not even switching between apps. And to speak of switching, Dynamics 365 apps have Unified Interface based on responsive web design practices, which “creates a consistent and accessible user experience across devices—whether on desktop, laptop, tablet, or phone” by scaling components on the screen to use the space available the best way possible.
Customizable: GP is kind of like a black box—kind of get what you get. There’s little that a company can change about how it works, and whatever you do change takes a lot of development. That’s not the case with Business Central. Nearly everything within Business Central can be altered, added to, reduced, or rearranged; in fact, this can be done with little to no code. Want to get rid of a column on a table, then add two new ones? This is easy in Business Central.
Pre-built security roles and user-specific personalizations: Administration can easily assign users pre-built security roles, which they can edit as needed, and users can change many aspects of their own experience within Business Central to fit their own job responsibilities and preference. These benefits are not afforded to GP users.
Leverage dimensions: While GP account segmentation requires one large chart of accounts, Business Central allows for unlimited dimensions to be added to the Business Central Chart of Accounts, so you can use them as filters for a lot more flexibility in your financial reporting.
Edit in Excel: Mass record updates are now possible without hassle via the Edit in Excel feature in Business Central. Export lists to Excel, update the records, and publish back to Business Central. Fast, easy, done.
Other Microsoft product integrations: Because Microsoft has built Business Central, they are investing heavily in integrating it with their other applications. The Edit in Excel feature is a useful integration, as is a new Microsoft Teams integration. Other Dynamics 365 apps integrate with Business Central as well (like Dynamics 365 Sales). Easy and seamless integrations make the apps you are using work together and unify in a way that enhances your work processes. You may use six Microsoft products integrated together (ex: Business Central, Dynamics 365 Sales, Excel, and SharePoint) in the course of ten minutes as you work, without disrupting your work flow, switching between a handful of screens, or even moving out of the Business Central interface.
Q6: What are the main differences in functionality?
We actually have a video series and a complementary blog series on this exact subject! Our first video covers the high-level differences between the two systems, which include development resources and capabilities, languages and localizations, add-ons, online info, CRM, and payroll.
But the short and sweet is this: Both ERPs have the essential functionalities most businesses need (the specifics discussed in these videos), but while Dynamics GP is reliable, it is also moving into legacy status. Like we said before: no more major upgrades, no more strong advancements. Most of Microsoft’s energy is going toward Business Central, which is constantly releasing new features.
Business Central is also cloud-based, meaning no more hung batches as well as a more intuitive, modern interface. Along with this, Business Central is part of the Dynamics 365 suite of business apps, and this means a seamless integration with Dynamics 365 CRM, and native integrations with Office 365, Outlook, Teams, OneDrive, and SharePoint.
Q7: Is anything missing from Business Central that is present in GP?
There are some functionalities present in Dynamics GP that are not in Business Central.
Payroll: Dynamics GP includes a payroll module, which is absent in Business Central. However, there is a strong add-on that many GP-BC converts find even better than GP payroll.
Smartlists: As GP users know, Smartlists is a versatile and simple filter system that is used often. Business Central doesn’t include a feature comparable to Smartlists, and the click process to get a similar functionality is longer and more complex.
Management Reporter: Business Central does not include Management Reporter. There is a feature called Account Schedules that has some of the same functionality.
Though Payroll, Smartlists, and Management Reporter will be missed when moving from GP to Business Central, it’s important to keep in mind that if you rely on these tools, you can lean on your partner to help you get similar functionality. We help with extensions and can customize your system to give you what you need.
Q8: What happens to my data if I upgrade?
If you are migrating and you’re on at least GP 2018R2 with SQL 2016, you can use Microsoft’s migration tool. This places the data into historical mode and it is not usable within the new ERP system.
If you are doing a complete reimplementation (about 80% of our clients choose this), then there’s no way to move data over into the new ERP system, and you do need to start from scratch. That’s the way it will be for any ERP reimplementation.
Software-as-a-Service (SaaS): Hosted by Microsoft on the cloud. The cost is per user, per month, and it is named-user licensing, meaning that only one user can use each license. Updates are automatically pushed by Microsoft.
Business Essentials: $70/user/month
This license is not just the “bare bones” as you may interpret “essential” to mean. In fact, it includes all functionalities that are essential and standard in an ERP system.
Business Premium: $100/user/month
This license includes everything in the Business Essentials license, plus Manufacturing and Service Management modules.
Hosted on Azure: Syvantis was the first partner to host GP clients on Microsoft’s Azure Cloud (all the way back in 2008!). On Azure, you can opt for subscription licensing to pay per user, per month and add or remove licenses as your business fluxes, or you can opt for owned licenses. You can choose when to implement upgrades (within 60 days of the upgrade release). The listed cost is per user per month for hosting with owned licensing.
On-Premises: Business Central is still deployable on your own in-house servers. Owned licensing is required, and annual renewal fees must be paid to Microsoft, and our cost does not include support or IT infrastructure. On-premises, you have control over updates. The listed cost is both the upfront cost of each user and the yearly price per user.
A limited time promotion: From September 1, 2021 to June 30, 2022, Microsoft is running its Bridge to the Cloud promotion for qualifying customers. This promotion offers large benefits, both financial and strategic—including a 60% discount on Business Essentials and Business Central Premium per user/per month licensing and dual access rights to Business Central and your current solution. As mentioned above, this promotion basically means that if you have GP licensing already, you keep paying your annual renewal fee to Microsoft and then get Business Central licensing for free. See if you qualify.
Q10: What are the requirements to migrate from GP to Business Central SaaS?
To migrate to Business Central from GP, you must be on GP 2015 or later. When migrating, you must move to the Software-as-a-Service (SaaS) deployment of Business Central.
To reimplement has no requirements as it is a completely new solution being setup for your business, separate from the one you are currently using.
Q11: How long will a migration take?
This is dependent on your Microsoft Partner, but as for Syvantis, these are the average timeframes from start to go-live:
Basic implementation (few to no customizations, or small customizations) – 6 weeks
Average implementation (some customizations) – 3-4 months
Complex implementation (lots of customizations) – 6 months
Q12: Can I try Business Central out first?
Yes! Microsoft does a 30-day trial. You can use data available within the trial or you can even import your own. But keep in mind that you do lose everything after 30 days, which is a setback of the free trial.
If you’re looking for an extensive trial to truly test out the scope of the application, we actually recommend Microsoft’s Bridge to the Cloud promotion (running through June 30, 2022) because it allows businesses to begin transitioning to Business Central and try it out while still using their current solution. You are provided a production environment and three sandbox environments with the promotion.
Q13: What if we are not ready to migrate?
We understand if you have financial or other business barriers preventing you from migrating to Business Central right now. In that case, you can begin to prepare for a future migration or reimplementation with these steps:
Don’t invest in infrastructure or hardware (like new servers or ISVs) if you can help it. Doing so will make it hard to justify moving to Business Central in future. Instead, consider migrating NAV to the cloud, which you can then begin taking advantage of immediately.
Upgrade to Dynamics GP 2018R2 and take advantage of the new Intelligent Cloud. You can begin to use some AI capabilities of Business Central while still on GP. (Note: to move to Business Central SaaS in future, you’ll need to be on at least GP2018R2 with SQL 2016 to use Microsoft’s historical data migration tools.)
Consider moving GP to the Microsoft Azure cloud so you’re ready for a future move.
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Dynamics GP to Business Central Upgrade FAQs
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Hopefully many of your questions have been answered above, and perhaps some worries assuaged. But we’re always here and happy to answer additional questions about upgrading from GP to Business Central. Get in touch with our skilled ERP consultants, and we’ll answer any additional questions, show you a personalized demonstration of Business Central, and help you decide if a migration is best for your business.