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7 Basic mistakes made in implementations ERP Microsoft Dynamics 365

Post author By Maksymilian Śniegocki
Post date November 23, 2023
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Knowledge gained from over 20 years of experience and implementations of Microsoft Dynamics 365/AX for the largest companies in Poland and Europe allows us to identify the seven most basic mistakes made during the performance of these systems.

Today we would like to present them to you so that you can avoid them in your own company.

1
No schedule

The framework schedule allows you to control the budget, the course of implementation, and, ultimately, the success of the works. Failure to develop without estimating costs, the deadline for performance, and the inability to assume a time and financial reserve involves a high risk of performance. And this no one desires. Both on our side, as well as on each customer’s side.

Model implementation schedule for Microsoft DynamicsBusiness Central in the financial and accounting area

A refined schedule gives comfort in planning and carrying out the implementation.

It allows you to assign the right specialists to the work, as well as preparing for possible problems and their solution.

The schedule is strongly related to the work methodology in which the implementation is carried out.

INLOGICA, for example, implements work in agile methods, such as SCRUM.

A logically designed schedule increases the internal discipline of all involved in the implementation/project. It allows the team to work without time pressure, which naturally translates into productivity.

A good schedule allows you to monitor the progress of the work in real-time at every stage.

That’s why it’s crucial for implementation to reserve places in the schedule where we can check the progress of the work.

Optimally, this should occur every week or two, depending on the task.

When creating a framework schedule, a vital prerequisite is to plan it together – the contractor and the customer. This is essential for the success of the implementation.

Top tips

Plan in a framework - preparing a detailed schedule is time-consuming and expensive.
Control deviations from the original plan - changing the implementation scope affects the implementation time and the project’s budget.
Consider the human factor - remember about vacations, set up a time buffer for absences resulting from due to random situations such as illness or holiday calendar.
Work agilely - adjust, enrich the schedule with elements that have been defined after the approval of the original version. This will allow for ongoing budget and time realignment.
Ensure substitutability-thus maintaining continuity in the execution of work.

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About us – Business Central

Post author By Maksymilian Śniegocki
Post date November 16, 2023
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ABOUT US

INLOGICA team consists of programmers and consultants who have gained experience during projects related to implementing and supporting Microsoft software in many European countries and the USA. They have worked, among others, for companies in Denmark, Germany, Switzerland, and Poland, each time adapting the implemented solutions to the local specifics and individual needs of customers. They have carried out projects for companies involved in, among others, distribution, production of protective packaging, trading and distribution of electricity, production of bathroom equipment, production of building materials, hotel industry, and bicycle production.

For more information about our organization, products, and services offered, click here:
https://inlogica.com/en/services-development-systems-erp-crm-microsoft-dynamics-ax-inlogica/

Read about example implementations:
https://inlogica.com/en/our-projects/

Information about the model implementation schedule for Microsoft Dynamics Business Central is available on the following page:
https://lp.inlogica.com/business-central-en

Contact us:
https://inlogica.com/en/contact-us/

AUTHORS

Marek Zasada – Senior Dynamics AX/D365 Developer
Andrzej Baka – Senior ERP Systems Consultant
Ewelina Zasada – Junior ERP Systems Consultant
Rafał Beym – Systems Administrator
Michał Paluszczak – CEO
Anna Bigos – Senior Creative Manager

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How do we work? Cooperation with INLOGICA – Business Central

Post author By Maksymilian Śniegocki
Post date November 9, 2023
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How we work?

Many factors influence the final course of a project. One of the most important is the involvement of your company’s employees in the implementation process. For a certain period, the INLOGICA team will join your organization. It would be worth taking advantage of this moment to transfer our knowledge and experience to your company to the maximum possible. This will allow you to optimize the cost of the implementation and the maintenance of the system during its subsequent use.

The elements we place particular emphasis on during cooperation are:

Working based on SCRUM - together with you, we determine (usually in sprint cycles) which issues will be implemented.
We want to suggest an approach in which we concentrate activity within one area of the system. We move on to the next only after obtaining satisfactory results. In this way, we avoid working on several fronts simultaneously and the buildup of priorities.
From the beginning, we try to involve your team as much as possible in the work in progress so that they have a say in the design of the solution in terms of their daily activities
If possible, we also try, for each area within the implementation, to select from among the users those who are mainly involved and who feel comfortable navigating the system to train them and develop their competence to work independently (key users). This allows them to respond independently to the needs of other users, providing them with a first line of support and reducing the cost of maintaining the system in the long run.
Of course, after the implementation is completed, we will be delighted to continue cooperation under support contracts.

Proposals INLOGICA

DEMO. Want to test Microsoft Dynamics Business Centralyourself? It is possible. Contact our representative, who willset up a free demo subscription for you!

PREsentation. Would you like to see how Microsoft Dynamics Business Central works in practice? We can arrange a presentation of the basic functionalities of the system for you at your disposal!

Proposed agenda:

General introduction to the system. Login, menu design, basic features available to the user by role, personalization, search, and filtering.
Discuss modules and integration with other Microsoft tools (e.g., PowerBI, Teams, Microsoft 365 business applications).
Introduction to the financial part: chart of accounts, master journals, fixed assets, currencies, dimensions, payment sheets, bank statement imports.
Cash management.
Sales: buyer directories, quotes, sales orders, sales invoices, and sales adjustment invoices.
Purchasing: supplier directories, suppliers, incoming documents, purchase offers, purchase orders, purchase invoices, and correction invoices.
Warehouse: list of goods, inventory, list of services, materials.

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Sample implementation schedule for Microsoft Dynamics Business Central

Post author By Maksymilian Śniegocki
Post date November 2, 2023
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SAMPLE IMPLEMENTATION SCHEDULE FOR MICROSOFT DYNAMICS BUSINESS CENTRAL

The chart above illustrates a sample Microsoft Dynamics Business Central software implementation schedule planned over eight weeks. The chart accurately reflects the stages described in the guide’s earlier sections (the boxes’ coloring refers to each). It specifies its start, duration, and completion in the specific week of the project.

For the scope described in the guide, the project team on the INLOGICA side consists of specialists:

Systems Administrator (the person responsible for stage II of the project and maintenance and administration of the Microsoft Dynamics Business Central system environment throughout the cooperation)
Senior ERP Systems Consultant (a person responsible for stages III and IV, as well as the support of work under phase V. Leading consultant in the project in charge of the implementation and progress of work by the model implementation schedule of Microsoft Dynamics Business Central, as well as coordination of changes and extensions in coordination with the end users of the system)
Junior ERP Systems Consultant (a person responsible for Stages III and IV, as well as supporting the work under Stage V. Consultant in the project to support the implementation and progress of work by the model implementation schedule of Microsoft Dynamics Business Central, as well as coordination of changes and extensions in coordination with the end users of the system and preparation of documentation. Guarantees substitutability and continuity of work in the absence of the lead consultant)
Senior Dynamics AX/D365 Developer (a person responsible for the implementation of programming modifications as part of stage V)
Sales Supervisor (a person responsible for Stage I of the project and for taking comprehensive care of the progress of the entire work and reporting on the progress made and expenditures, including extensions and modifications made to the schedule)

Worth remembering

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Stage 5 – Modifications Business Central

Post author By Maksymilian Śniegocki
Post date October 26, 2023
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Stage 5
Modifications
(optional)

Enabling the use of alternative accounts on invoices (customize the view by displaying additional fields to allow the use of the standard solution in this regard)

Time: 4 h
Customizing the appearance of the sales invoice

Time: 16 h
Customizing the arrival of the correction invoice

Time: 16 h
Customizing the appearance of the pro forma invoice

Time: 16 h
Automatic completion of financial dimensions based on the data on the invoice line

Time: 16 h
Automation and customization of bank statement imports (in formats other than those available in the MT940 standard)

Time: 8 h
Enabling the use of alternative accounts in the process of posting bank statements

Time: 4 h
Modification of the VAT register report

Time: 8 h
Any customization improving the ergonomics of work

Time: t&m
Any customization automating the business process

Time: t&m
Integration with other software

Time: t&m

So that you know – the system configuration we will prepare with your team is enough to start operational work.

However, we know that every organization is different and has individual needs, and when launching an ERP system in enterprises, end-users make demands for changes and modifications.

The above list illustrates examples of modifications along with the estimated time required to prepare them. We are committed to ensuring that the system’s end users have an impact on the elements that can improve the ergonomics and efficiency of their daily work.

Worth remembering

Proposals INLOGICA

Not all modifications need to be implemented right away.Could you allow end users to familiarize themselves withMicrosoft Dynamics Business Central and its standardfunctionalities? At a time that was agreed upon with you, ourteam will collect feedback from end users and, based onthis, propose changes and modifications to meet their needs.The final decision to implement them is up to you.

It is common practice to implement modifications within theframework of a support contract, which we propose toconclude after the essential part of the work is completed.

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Stage 4 – Implementation of the solution – Business Central

Post author By Maksymilian Śniegocki
Post date October 19, 2023
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Stage 4
Implementation of the solution

Configure the Finance module.

Setup: chart of accounts, dimensions, general ledger module, posting groups, taxes, currencies, numbering series, JPK

Time: 40 h
Configuring the Sales and Purchasing module.

Set up: vendors and customers, invoices, purchases and payables, sales and receivables, basic inventory, reminders/receipts.

Time: 40 h
Configuration of Cash Management module.

Setup: bank accounts, payment sheets, export/import formats, budgeting, Cash Flow forecasting, and reporting.

Time: 40 h
Testing, verification, and adjustment of settings

Time: t&m
Training workshops

Time: t&m

Based on the baseline data collected in the previous stage and information gathered from the system’s end users, our consultants will configure a ready-to-work solution.

The modules are prepared:

This is a database of settings that will enable the productive operation of the system, posting transactions and reporting data. All activated functionalities are adapted to the current requirements of Polish law, and their detailed procedure is constantly in touch with your team.

The finished environment is handed over to youfor testing and to check the capabilities of thesystem yourself. This is the moment to verify thecorrectness of the prepared functionalities onnatural processes and data of your company.This is also the ideal moment to verify and adjustauxiliary settings so that working with the systemis as friendly and ergonomic as possible.

During this time, you can easily take advantage ofour consultants, who will answer any questionsand dispel doubts. They will be happy to sharetheir knowledge with the system’s end users intraining workshops, in any form: stationary oronline.

This stage concludes the essential part of the project. The system is ready for operation.

Proposals INLOGICA

We conduct testing and training workshops to implement Microsoft Dynamics Business Central in the time & material (t&m) model. This makes it possible to reduce the time for this work to the level of actual demand, thus optimizing the cost of the entire project.

Worth remembering

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Stage 3 – Pre-implementation analysis – Business Central

Post author By Maksymilian Śniegocki
Post date October 12, 2023
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Stage 3
Pre-implementation analysis

A pre-implementation analysis is when our team listens to you. It’s a detailed conversation/workshop with future system users, during which we would like to get to know and understand your organization as well as possible.

Among other things, we discuss the specifics of the company’s operations, the processes operating in the company, and the relationships between roles and responsibilities. We also determine the types of documents to be recorded, the circulation of these documents, and reporting needs – with a particular focus on the specific needs of your industry.

An essential part of the pre-implementationanalysis is to determine the feasibility ofobtaining output data, its sources, and the formin which it is provided for evaluation andmigration planning.

The purpose of the analysis is to collect data anddetermine guidelines for settings:

Company registration and identification data, information on bank accounts, currencies used, etc.
financial dimensions (the Microsoft Dynamics Business Central system standard allows the configuration of 2 main global sizes and six additional ones)
the division into accounting groups
applied numbering series for documents

To facilitate the work as much as possible, theconversation and the transition to the centralpart of the project, we provide a documenttemplate that allows you to easily and quicklyfeed the Microsoft Dynamics Business Centralsystem with data for objects in the next step:

The information you receive allows you to begin configuring the Business Central system.

Worth remembering

The more information we get from you during the pre-implementation analysis, the more efficiently we can move forward to the next stage related to the launch of the Microsoft Dynamics Business Central solution.
I'd appreciate it if you're conducting a preimplementation analysis and would help us determine the differences between the model Microsoft Dynamics Business Central implementation schedule and our methodology, and your individual needs, and design the necessary modifications to the solution.

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Stage 2 – Installation and configuration of the environment Business Central

Post author By Maksymilian Śniegocki
Post date October 5, 2023
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Stage 2
Installation and
configuration of the
environment

As part of this stage, our administrator willprepare the architecture of the system’senvironments to enable smooth implementationwork. The proposed structure also allows theenvironment to function safely after it islaunched for operational activities.

Any modifications and maintenance of the targetenvironment are simple and follow theinstructions and security policies prepared by ouradministration team, guaranteeing the continuityof the solution’s operation.

In addition, for each instance of Microsoft Dynamics Business Central, it is possible to run three free licenses with access to functionality:

Enviroment:	Purpose:
Manufacturing	Operational work. Contains business data— access only for authorized and trained users.
Test	Testing of add-ons and enhancements before deployment to the production environment. It may contain partial/example business data —access for authorized and trained users.
Developer	Preparation of programming changes.Includes Microsoft sample data. Access fordevelopers only.
Demonstration/Education	Demo/educational environment. Contains Microsoft sample data. Unlimited access.

For each running instance (tenant) of Microsoft Dynamics Business Central, the manufacturer provides the following infrastructure:

In case of the need to expand the databasecapacity or environments, the manufactureroffers several scenarios. A selection of these arelisted below:

The prices presented above are starting proposals according to the official price list of the manufacturer. As the number of ordered licenses increases, negotiating prices is possible.

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Stage 1 – Licensing Business Central

Post author By Maksymilian Śniegocki
Post date September 28, 2023
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Stage 1
Licensing

As part of the first stage, we will prepare, in cooperation with you, a map of the necessary licenses to be launched, whose functionalities will correspond to the system’s end users’ responsibilities. This will enable optimizing subscription expenses and accurately determining the monthly or annual costs of maintaining the system.

In addition, we will introduce you and your team to our Microsoft Dynamics Business Central implementation methodology. We will prepare the necessary contracts to start the work, the schedule, define the project team, and the details of reporting the result. We will also discuss possible risks and their consequences. This will ensure the process goes smoothly and is understandable and transparent to each party.

This step generates no cost on your side!

The Business Central solution is available in variants:

Base licenses

Additional licenses

The detailed scope of functionality that eachlicense covers is presented below.

License:	Functionality:
Essentails	Finance, sales, purchasing, warehouse, CRM, human resources, project management
Premium	Microsoft Dynamics Business Central Essentials functionalities + manufacturing, service
Team Member	Users with limited access to functionality
Device	Device license

In addition, for each instance of Microsoft Dynamics Business Central, it is possible to run three free licenses with access to functionality:

License:	Functionality:
External Accountant	Microsoft Dynamics Business Central Essentials or Premium functionalities, except access to user configuration and administrative tasks

Certified local solutions have been prepared for the Polish market for Microsoft Dynamics Business Central licenses:

The detailed range of functionalities covered byeach license is presented in the table below:

License:	Functionality:
Polish Language	Polish language layer of Microsoft Dynamics Business Central system
Polish Localization + Polish Language	Solution for adapting Microsoft Dynamics Business Central system to legal and accounting requirements under Polish regulations + Polish language layer of Microsoft Dynamics Business Central system

Proposals INLOGICA

As part of the fee for the base licenses (Essentials andPremium), we offer a free launch of the Polish Localization +Polish Language license. The standard cost is €10 peruser/month. These licenses are delivered as subscriptions,so they are constantly updated to comply with Polishregulations

The prices presented above are starting proposals by themanufacturer’s official price list. As the number of orderedlicenses increases, prices can be negotiated.

The prices presented above take into account monthly settlements. In case of payment in annual mode, the cost of a license is ten times the monthly fee. Thus, it is possible to adjust the price every year by 16.6% (~2 months free of charge).

Worth remembering

You only need to purchase one base license (Essentials or Premium) to run a Microsoft Dynamics Business Central environment.
You can start end-user licenses when working within Microsoft Dynamics Business Central.
The number of licenses used can be changed at any time.
Base licenses within Microsoft Dynamics Business Central must be uniform.
For Team Member licenses, certified local solutions are provided free of charge.
The launch of certified local solutions covers the entire system instance.

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Business Central from 9900 EURO? Is this even possible?

Post author By Maksymilian Śniegocki
Post date September 21, 2023
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BUSINESS CENTRAL FROM 9900 EURO?

IS IT EVEN POSSIBLE?

Of course, it is! We have proven it in practice. In many organizations, we have successfully implemented Microsoft Dynamics Business Central many times in 4 – 6 weeks. And you will receive a ready-to-work system in such a timeframe!

The methodology and work schedule we haveprepared is based on the functionalities andreliable data from the finance and accountingmodule. From there, it’s a simple way to expandthe system in handling warehouses, production,or projects.

We will also help you select other tools from the Microsoft family of business products that will improve your team’s daily work.

Licensing

Installation and configuration of the environment

Pre-implementation analysis

Rollout

Modifications (optional)

Enabling the use of alternative accounts on invoices (customize the view by displaying additional fields to allow the use of the standard solution in this regard)
Customizing the appearance of the sales invoice
Customizing the arrival of the correction invoice
Customizing the appearance of the pro forma invoice
Automatic completion of financial dimensions based on the data on the invoice line
Automation and customization of bank statement imports (in formats other than those available in the MT940 standard)
Enabling the use of alternative accounts in the process of posting bank statements
Modification of the VAT register report
Any customization improving the ergonomics of work
Any customization automating the business process
Integration with other software

In the following section of the guide, we have described each in detail and included information on the estimated time consumption of each task and issue. The result of these values is a framework project budget of €9900.

Pay special attention to content labeled:

In these excerpts, you will find relevant information to reduce the risks associated with the implementation process and optimize costs.

These are hints and tips for each stage of thework, summarizing the essential elements ofeach step.

You can learn the details and ask if anythingneeds to be specified. We are at your service.

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