Migration from Dynamics GP to Dynamics 365 Business Central Online

Tabata USA (TUSA) has been utilizing Microsoft Dynamics GP for over 15 years, having upgraded several times during that period. However, the company’s database has grown increasingly complex over time due to the addition of numerous customized functions. This patchwork of customizations now heavily relies on the institutional knowledge of a select few employees. With the company’s continued growth, it has become increasingly challenging for TUSA to efficiently manage its system, and new employees struggle to learn its complicated structure. Moreover, analyzing and accessing data has become time-consuming, hindering the company’s operations and customer service. 

TUSA has recently adopted Microsoft 365 on the cloud and discovered the seamless eco-system of Microsoft applications (Outlook, Excel, Teams, etc.), convenience, visibility, and cost-savings. The ability to synchronize all of their data and manage subscription licenses in a single location has proven to be a powerful business advantage for TUSA. This experience ultimately led to the decision to select Microsoft Dynamics 365 Business Central as the next step in their business software evolution. 

TUSA’s proactive leadership was prepared for a transformation and expansion of their business. The decision was made to replace their current system with the latest ERP technology and migrate to the cloud. 

Having partnered with Calsoft since the initial GP implementation, TUSA relied on Calsoft’s expertise to guide them through their digital transformation. TUSA states, “Calsoft has been with us from the beginning. They have a thorough understanding of our requirements and have worked closely with us throughout the years to modify, improve, simplify, and suggest. When embarking on a new project, it is a relief to have a partner who comprehends your business needs so well because they have been involved in our day-to-day operations.” 

Business process improvement and system accessibility  

• TUSA examined their operations’ workflows carefully and eliminated steps that were no longer optimal, resulting in smoother, streamlined operations.  

• Compared to GP, BC is significantly more user-friendly, enabling new employees to start using the system immediately. 
• The understanding of their ERP system is no longer reliant on a few individuals. 
• Integration with Microsoft 365 account increased productivity of TUSA users in communication with customers. 
• As part of the migration process, obsolete data such as items, customers, and vendors were carefully removed to ensure that the new system could operate efficiently. This helped to streamline operations and ensure that the new system was not cluttered with irrelevant or outdated data. 

 

Overall visibility and ability to analyze and share data quickly 

• TUSA members could smoothly and easily access necessary data at any time and conveniently download it into Excel.  
• With all data consolidated into a single location, TUSA users are now able to save a significant amount of time previously spent navigating multiple screens to locate the necessary information. 
• The streamlined approach has improved customer service and faster resolution of issues, while also improving productivity for employees.  

 

An ERP system designed for today’s remote workstyle  

• By migrating to a cloud-based ERP, TUSA was able to eliminate their reliance on a slow VPN connection. As a result, they now have a fast and secure connection to their Microsoft 365 and Dynamics 365 Business Central system from anywhere in the world. 

 

Confidence to pursue new business opportunities 

• Business Central’s user-level permissions on the cloud allow TUSA to provide secure access of their system to external companies. This flexibility has made it possible for TUSA’s leadership to outsource and establish partnerships for new business channels because they can quickly share the necessary data.