Customer Profile
Customer is a non-profit organization that manages programs created to nurture cross-cultural understanding and build educational opportunities through education, academic exchange, and research.
Customer Situation
- The customer uses multiple business systems like Dynamics SL, Paycom, A1, Access DB, SharePoint, and Excel
- Key stakeholders use manual entry processes that affect daily work processes
- Delay in the financial accounting process due to manual payment approval through email notification
- Monitored program fund distribution using MS Excel spreadsheets
- Handled 1042 tax calculations manually for both individuals and the institution
- Duplication in the master records
- Stored 14 years of financial data for audit purposes
- Managed indirect and fringe cost entries manually
- Average exchange rate calculation for all the expense entries
Congruent’s Solution
Congruent proposed Microsoft Dynamics 365 Business Central (D365) as the enterprise solution to accommodate business processes and offer a user-friendly experience. Additionally, Dynamics 365 Business Central also helps in the following:
- Financials - General Ledger, Accounts Payable, Accounts Receivable, Cash/Bank Management, Project Management, Fixed Asset
- Request management module – Participants payment, Employee cash advances, Expense request, Credit card management
- Manage user access through the security group
- Various custom reports with different layouts
- Make use of the analysis view to prepare the entity report
- Included custom approval workflow in the request module based on the operational country & business process
- Hide the visibility of sensitive fields for secondary users through customization
- Automatic calculation of indirect and fringe costs for the expenses
- Automatic calculation of 1042 tax for individual and institution
- Integrate the Wells Fargo & Paycom application with Business Central
- Integrate XE.com with Business Central for exchange rate calculation
- Prepare custom cues in the landing page based on the role
- Configure the email notification for the approval and rejection process
Steps involved in the migration process
- Created multiple templates to load supporting data, master data, and transactions
- Configured Office 365 users and assigned role-based permissions
- Performed the initial company setup like number series, modules setup, accounting setups, sub-accounts, currencies, etc., in the staging environment
- Post initial setup, Loaded master data like COA, customers, vendor, cash, program, and fixed asset details
- When the system is ready, the remaining COA, customers, vendors, and bank accounts are loaded.
- On completion, balances compared in both systems
- After UAT confirmation, moved data to the production environment
Key Challenges
- Configuration of program approvers, IDC, and fringe rate
- Moving 14 years of financial transactions from the legacy system to Business Central
- Eliminate the usage of multiple system
- Approval of expense requests through email notification