Professional Services Review upgrades from Dynamics GP to Dynamics 365 Business Central with Dynamic Aspect

Professional Services Review, upgrades from Dynamics GP to Dynamics 365 Business Central with Dynamic Aspect

The Professional Services Review (PSR) Agency is a Commonwealth Agency in the Health portfolio.
The Agency exists to provide administration and support services to the Director of PSR, PSR peer review Committees and the Determining Authority in performing their legislated functions under the Health Insurance Act 1973.

The Agency performs these roles under the Health Insurance Act 1973, the Public Service Act 1999 and the Public Governance, Performance and Accountability Act 2013.
To accomplish this, PSR has made significant investments in modern technologies including Dynamics 365 Business Central and has a view to continue to modernise and consolidate around Microsoft Business Applications where practical to keep productivity high and costs of ownership low.
Dynamics 365 Business Central Case Study

Why are Dynamics GP Clients Transitioning to Dynamics 365 Business Central?

Some of the main reasons Dynamics GP clients are transitioning to Dynamics 365 Business Central include:

1
Predictable and flexible cost
Predictable and flexible cost means that there is a predictable monthly price that includes maintenance costs. There are no more surprise upgrade costs. Customers can scale license types for current business needs which means you can add or remove users as needed.
2
Always on the latest version of the solution
Always on the latest version of the solution because two major updates are automatically pushed out during the year for Dynamics 365 Business Central, one in the spring and one in the fall. This eliminates the need to upgrade, which is something that cost additional time and expense in Dynamics GP.
3
No more infrastructure management
No more infrastructure management with Dynamics 365 Business Central in the cloud. With cloud technology, you'll never have to manage or purchase new infrastructure and you'll never have to upgrade or patch your ERP solution.
4
Seamless integration with other Microsoft products
Seamless integration with other Microsoft products such as Excel, Outlook, Word, the Power Platform (Power BI, Power Automate, Power Apps, Power Virtual Agents), and other Dynamics 365 solutions such as Sales or Customer Service.
5
Work from anywhere, on any device
Work from anywhere, on any device. This empowers a mobile workforce with access to the same tools found in desktop application versions. The user experience is consistent and secure across all devices and operating systems (Android, iPhone, etc.). The user experience is consistent and secure across all devices.
6
Gain features in Dynamics 365 Business Central
Gain features in Dynamics 365 Business Central which include Dimensional Chart of Accounts, Financial reporting capabilities, search capabilities, Excel Publishing, and Microsoft 365 integration.
7
Centralised data
Centralised data from Accounting, Sales, Purchasing inventory and customer interactions to give an accurate end-to-end view of your business, spot trends, and deliver greater customer experiences.
8
Predictive analytics, AI, and data visualizations
Predictive analytics, AI, and data visualisations can help users analyse business data and make informed decisions.
9
Be ready for the future and what's next
Be ready for the future and what's next because your system will always be current so you can take advantage of the latest technology.
Dynamic Aspect

Business Challenge

PSR was using Microsoft Dynamics GP, and for the most part, it was working fine for them from a functionality perspective.
On a monthly basis, they would post journal entries to their general ledger in order to close the books. They would manually post the monthly journal entries and run a trial balance from GP. They then would use FRX reporter to group their accounts into financial statement subgroups and run various reports to analyse the monthly activity compared to prior months and/or years, or compared to budget information.
The issue they were finding, though, was that Dynamics GP did not fit in with their overall strategy of maintaining pace with modern finance systems.
They were aware of the investments Microsoft was making into Dynamics 365 Business Central and capitalised on incentives to move to Business Central. Once PSR made the decision to evaluate upgrade options, and after considering a number of options, the decision was made to move to Microsoft Dynamics 365 Business Central.

PSR knew that whatever solution they went with, it had to meet their vision of conducting its business efficiently and accurately, supporting the processes and the people charged with running PSR and continue to be a model Public Service Agency by meeting the expectations of the Government and the Australian public and demonstrating the principles of good governance. It also had to work with the other solutions they used to run their operations.
Dynamic Aspect

Technology Solution

PSR worked with Dynamic Aspect to convert and reconcile historical data, while still processing current transactions in Dynamics GP. After the historical data reconciled, they brought the most recent months' data in, and were able to reconcile that as well. Once they had confidence that these processes were successful, they closed their first month in Business Central. They found the User Interface in Business Central very intuitive.
Now that they had a comfort level with the transactions, they turned their full attention to reporting. In GP, PSR had generated trial balance reports showing month end balances, and trial balance detail showing all posted transactions. They also needed Monthly Income Statements, Statement of Financial Condition, and Budget vs. Actual in two different formats.
They realised the out of the box reporting options in Business Central were not going to meet their needs, and worked with Dynamic Aspect to implement Jet Reports.

There was also other compelling productivity enhancements that the project introduced:
  • Electronic approvals. Instead of multiple sheets of paper and separate files on hard drives, all approvals are now performed in Business Central. The approvals history can always be easily accessed, and

  • G/L Simulations. PSR is investigating the GL simulation function to create various scenarios in Business Central companies and to assess how they affect the Balance Sheet, Income Statement and Cash Flow.

  • Dynamic Aspect developed a credit card upload file that transferred data from an external data source into Business Central.

  • Customised journal upload file to suit PSR business needs .

Dynamic Aspect Impact
By working with Dynamic Aspect, PSR was able to have an intuitive and easy to use financial management system that worked with their other Microsoft products. Dynamic Aspect configured and implemented Jet Reports so that reporting formatted correctly without cumbersome modifications. And having the guidance of an organization that had supported them on Dynamics GP meant they were comfortable with the staff and did not have to bring anyone up to speed on how they operated.

As for working with Dynamic Aspect Solutions, PSR found the consulting staff to be very responsive, professional and attentive.