Upgrading your organization’s software can feel like scaling a mountain. In this blog post, we explore common questions from clients who are considering the leap from Microsoft Dynamics NAV to Microsoft Dynamics 365 Business Central. Whether you’re on the fence or ready to take the plunge, we’ve got the answer you need. So, let’s unpack the questions you might have in mind.
What sets Dynamics NAV apart from Business Central?
Microsoft Dynamics NAV is the previous version of Business Central that has now been retired. The mainstream support cycle for Dynamics NAV 2018 ended on January 10, 2023. Customers are required to stay up to date with the latest versions to guarantee support, bug fixes, and access to new features and functionality.
Availability (on-Premise or on the Cloud )
Customers can upgrade from Microsoft Dynamics NAV to Microsoft Dynamics Business Central either on premise (installed on their servers within their office ) or chose to migrate to the cloud where Microsoft will manage the infrastructure ,updates and environment uptime.
What happens if we choose not to upgrade to Business Central as an organization?
Choosing not to upgrade to Dynamics 365 Business Central as an organization can have several implications:
Outdated Technology: Staying with an older system means missing out on the latest features, security enhancements, and performance improvements offered by Business Central.
Inefficiencies: Legacy systems may lack streamlined processes, automation, and integration capabilities. Microsoft Dynamics 365 Business Central provides modern tools for efficient financial management, inventory control, and reporting.
Scalability Challenges: As your organization grows, legacy systems may struggle to handle increased data volume and user load. Business Central is designed for scalability.
Compliance Risks: Compliance requirements evolve over time. Staying on an older system might expose your organization to legal or regulatory risks.
Why should our organization upgrade to Business Central?
With the new generation of Microsoft Dynamics Business Central, Microsoft has introduced the ability to deploy continuous touchless updates to the system that provide new features and functionality and all but eliminated the need for customers to carry out and budget for large upgrades every few years. This means that your next upgrade becomes your last major one as future updates will easily be rolled out automatically (with minimal supervision) soon as your organization switches to the latest platform. This is similar to migrating from earlier versions of Microsoft Office to Office 365. Customers who choose to remain on-premise will also have the ability to easily deploy periodic updates with assistance from their software vendors.
We have custom functionality developed by our previous vendor, will the upgrade include these customizations?
Business Central is built on a new platform that will require your customizations to be moved to extensions.
Extensions are a new way of applying customer specific changes without changing the main application. This means that future updates by Microsoft can automatically be applied while retaining the customer changes without the need for the upgrade process and intervention from application developers.
Has the user interface or experience changed with Business Central?
Business Central sees the introduction of Modern (Web) Client and discontinuation of the desktop client (after version 14). The new client is accessible via any browser and on mobile and tablet. Away from this, much of the menu arrangements, shortcuts etc. remain the same albeit with more productivity enhancements.
Are there any changes on the application’s back-end? Is our team still able to make minor enhancements to reports and the interface?
BC now utilizes a new set of tools and applications, the customizations and enhancements are carried out in Visual Studio while report layouts can easily be customized internally using Microsoft SQL Report Builder which is available for free. All users have the ability to personalize and show or hide fields to enhance their productivity.
What versions of Dynamics NAV can we upgrade from?
Depending on the version of Dynamics NAV your organization is running , several paths are supported. You may be required to migrate to the last versions of Dynamics NAV then to Business Central v14 which is the first version that supports extensions. It is then possible to move from v14 to the latest extension based version. All this can be done in a single upgrade project phase. Our consultants can carry out a free assessment and provide a report and more information and Microsoft maintains an updated upgrade compatibility matrix.
Will our license require an update when we migrate to Business Central?
Microsoft has changed the licensing model from concurrent users to named users with Microsoft Dynamics 365 BC (on-premises or on-cloud) is licensed per named user.
Customers must be current on annual enhancement payments to have their licenses converted to run the new versions. There is no charge for updating the license where a conversion formula applies to calculate the number of Full and Team Member users. If you need further insights on how licensing works during an upgrade, contact us and we will answer any questions you might have.
How will future updates be carried out?
Major updates are typically available twice a year, in April and October from Microsoft. Additionally, minor updates roll out every month. For customers on the cloud these new updates are applied automatically. For our on-premise customers , we update the new versions to an TEST sandbox and allow their users to review prior to selecting a weekend for update.
How long does a Dynamics NAV/Business Central upgrade take?
The duration of a Dynamics NAV or Business Central upgrade can vary based on several factors:
Customization Complexity: The complexity of your existing system, including customizations, plays a significant role. A straightforward system may upgrade faster than a highly customized one.
Data Volume: The amount of data you need to migrate affects the upgrade time. Larger datasets require more processing time.
Integrations: Multiple integrations to other systems from your Dynamics NAV system can be migrated to Business Central. However , some require a rewrite based on the architecture and technology. In specific cases , integrations may become a sub-project under the main upgrade with the 3rd party vendor also involved.
Migration plan: Even with the above in mind, an experienced Microsoft Dynamics Business Central upgrade partner is key to the success and reasonable duration of an upgrade project. Premier Analytics have carried out dozens of upgrades for customers with multi-country presence i as well as single entities with fewer complexities and are well positioned to partner with you on your next upgrade planning process. We have planned and managed upgrades n Kenya, East Africa, the USA and other regions with 100% success in the last 5 years.
Are we able to get an assessment of our upgrade ,prior to our planning/ budgeting process?
At Premier Analytics, we offer free assessments to all our clients who are interested to make the shift from Microsoft Dynamics NAV to Microsoft 365 Business Central.
Do I need to involve a partner for the upgrade?
Involving a partner for your Dynamics NAV or Business Central upgrade is a requirement due to the complexity of the process. Microsoft Dynamics 365 Business Central partners are continuously trained on the latest versions and have knowledge of the system, best practices, and upgrade processes.
They understand the intricacies of customizations, data migration, and code adjustments and their experience ensures a smoother transition.
Do we need to have existing NAV users trained again?
Training is mostly required for existing users on the new modern client UI. The training is structured to help them achieve their common tasks such as sorting ,filtering ,search and so on. On most of the projects we have carried out , we have found that offering the introductory and interface training works well.
How can I ensure a successful and speedy upgrade?
Ensuring a successful and efficient upgrade for your Dynamics NAV or Business Central system involves careful planning and execution.
Here are some actionable steps to achieve both success and speed:
Downtime Planning: Scheduled Downtime: Plan for system downtime during the actual upgrade. e.g. away from heavy financial reporting or audit windows. Clients should also ensure availability of key staff during the upgrade process.
Process Documentation -create detailed documentation for reference and ensure your team understands the new system.
Plan Ahead: Begin by assessing your current system. Understand its complexity, customizations, and integrations. Define clear objectives for the upgrade. What features or improvements are you targeting ?Also, set a realistic timeline based on your business needs and operational hours.
Engage with a Partner: Collaborate with an experienced partner. Their expertise streamlines the process. Involve the partner in assessing your customizations, they’ll guide you on what needs updating. Partners also help mitigate risks and ensure a smooth transition.
Training and Change Management: Prepare users for the new features and interface and communicate the upgrade to all stakeholders.
Post-Upgrade Support: Continuously monitor system performance post-upgrade and address any issues that may come up promptly. Make sure your users have all the assistance they require during transition.
Documentation and Knowledge Transfer: Create detailed documentation for reference and to ensure your team understands the new system.
Continuous Improvement: Gather feedback from users and address any pain points and ensure you leverage new features and optimize processes.
What are the costs involved in upgrading from Dynamics NAV to Business Central?
Here are the cost incurred during an upgrade keep in mind that these costs can vary based on factors such as your organization’s size, customization level, and chosen deployment model:
Licensing Costs
Subscription Model: If you’re using Business Central Online, you’ll pay a monthly or annual subscription fee per user. The cost depends on the user type (Essential or Premium) and any additional apps/extensions you require.
Perpetual License: For on-premises deployments, you can opt for a perpetual license. This involves an upfront payment for the software license.
Upgrade Services
Partner Fees: Engaging a partner for the upgrade involves professional services fees. Partners assist with planning, execution, and post-upgrade support.
Customization Assessment: Partners evaluate your customizations and provide recommendations. This assessment may have a separate cost.
Infrastructure Costs
Cloud Infrastructure: If you’re on Business Central Online, consider the cost of cloud infrastructure (Azure) where your system resides.
On-Premises Servers: For on-premises deployments, factor in server hardware, maintenance, and electricity costs.
Data Migration and Testing
Data Migration Tools: If you’re migrating historical data, there might be costs associated with data transformation tools.
Testing Environment: Setting up a testing environment for validation incurs some cost.
Training and Change Management
User Training: Allocate resources for training sessions and materials.
Change Communication: Communicate the upgrade to users effectively.
Downtime Impact: Consider the potential impact of system downtime during the upgrade. Downtime can affect productivity and revenue.
Ongoing Support and Maintenance
Post-upgrade support and maintenance involve costs: This includes addressing any issues, updates, and enhancements.
Third-Party Apps and Extensions: If you rely on third-party apps or extensions, check if they’re compatible with the new version. Some may have additional costs.
Scalability and Growth: Business Central scales with your business. Consider future growth and how it impacts costs.
ROI and Benefits
Evaluate the return on investment (ROI) from the upgrade. Consider long-term benefits like improved efficiency, reduced manual work, and enhanced reporting capabilities.
Ready for a Free Microsoft Dynamics Upgrade Assessment?
If you’re still left with unanswered questions after exploring our FAQ, don’t hesitate to schedule a complimentary consultation with us. We’re here to address any inquiries you may have and guide you seamlessly through your upgrade process. Book your free consultation now for a hassle-free experience!
