CASE STORY

Microsoft Dynamics 365 Business Central Upgrade

location South Carolina, United States

Client Overview

A recycling and materials recovery organization handling scrap metals, electronics, vehicles, and consumer recyclables requires a stable digital platform to manage inventory, purchasing, sales activities, and financial entries. The work of the company depends on accurate tracking of intake materials, stock movement, and pricing that shifts based on global market conditions.

The team manages several community interactions each day, ranging from small walk-in drop-offs to large commercial shipments, which demand precise records and steady coordination. Their previous system, an older prem NAV version, limited their ability to support growth, maintain accuracy, and handle future operational plans.

What Were the Business Challenges?

The organization relied on a NAV 2018 environment that restricted performance across multiple business areas. The teams needed dependable visibility into inventory, streamlined purchasing, accurate financials, and consistent reporting. The older system created delays, stability issues, and higher effort for technical maintenance.

Key challenges included:

Unsupported System Version The organization operated on a NAV version without active support, which increased operational risk for financial and inventory processes.

Server Driven InfrastructureThe on prem setup demanded continuous maintenance and created uncertainty whenever hardware issues appeared.

Limited Microsoft 365 ConnectionThe system lacked structured links with Microsoft 365, which affected document handling, communication, and basic coordination.

Outdated User InterfaceThe interface slowed adoption for new employees and reduced efficiency for those handling large volumes of transactional entries.

Dependence On a Single ConsultantThe organization relied on an external consultant who became unavailable, which left them without dependable technical assistance.

Restricted ScalabilityThe older setup created difficulty when preparing for expanded operations, new reporting structures, or long-term growth plans.

Absence Of Intelligent ToolsThe system had no advanced automation, intelligent suggestions, or modern technology capabilities that support fast paced operations.

Business Demands

The organization aimed to modernize its core system and reduce the challenges created by outdated infrastructure. They required a cloud platform that supported accurate financials, clean inventory handling, and consistent workflows across departments managing recycling operations.

Their requirements included:

Centralized Financial InformationCentralized financial data supported accuracy across purchasing, inventory, and sales activities while helping teams maintain consistent operational clarity.

Automation For Repeated EntriesAutomation reduced repeated manual entries across departments and helped teams manage daily tasks with improved reliability and efficiency.

Visibility Into Stock MovementsClear visibility into stock availability and material movement supported confident planning for intake, processing, and outbound shipments.

Microsoft 365 Alignment SupportCloser alignment with Microsoft 365 improved communication, document handling, and coordination for teams across operational and financial functions.

Reduced Spreadsheet DependencyUpdated tools helped teams minimize spreadsheet usage and manual validations, improving accuracy across financial and inventory tasks.

Scalable Cloud EnvironmentA scalable cloud environment prepared the organization for future capabilities, new processes, and expected operational expansions across locations.

The primary objective focused on replacing the outdated NAV version with a modern cloud system that delivered operational stability and stronger functionality across recycling operations. The organization sought a dependable environment that supported accurate tracking of material intake, customer orders, and financial performance.

Cloud Based Financial SystemBuild a cloud based financial system that supports consistent daily operations and strengthens reliability across core organizational functions.

Structured Workflow AutomationImplement structured automation across essential functions to reduce manual entries and support smoother processing for operational teams.

Improved Operational VisibilityImprove visibility into inventory data, vendor activities, and purchasing activity to support confident planning across departments.

Microsoft 365 Connection SupportConnect with Microsoft 365 to simplify document handling, strengthen coordination, and support communication across multiple functions.

Updated User Focused ToolsProvide updated tools that offer faster and cleaner workflows, supporting accuracy and ease of use for employees.

Foundation For Future GrowthPrepare a system foundation suitable for future expansions and digital initiatives that support evolving operational requirements.

Solution Implemented

Dynamics Square completed an upgrade from NAV 2018 to Microsoft Dynamics 365 Business Central SaaS. The implementation covered finance, procurement, inventory management, warehouse activities, and basic sales functions. Besides, the organization also received structured reporting tools and preparation for Power BI enhancements planned for the next phase.

Unified Business Central Modules: Business Central modules for finance, procurement, inventory, sales activities, and warehouse management created a structured operational system for daily work.
Cleaner Operational Workflows: Cleaner workflows improved accuracy across material tracking and financial entries, helping teams manage intake and processing activities confidently.
Microsoft 365 Integration Support: It supported reliable document sharing and coordinated communication between departments handling operational and financial tasks.
Standard Reporting Capabilities: It helped with operational planning and financial reviews by providing consistent visibility into key activities across departments.

Power BI Reporting Preparation: It offered future support for performance reviews and material trend analysis across recycling operations.
Structured Approval Processes: Approval processes for procurement and financial tasks improved accuracy, accountability, and consistency throughout the organization.
Consistent Data Records: Dependable data across all modules strengthened confidence in reporting and supported dependable review of operational activities.
Cloud Based System Access: It eliminated server problems and reduced operational disruption, supporting a smoother experience for all system users.

Benefits of Implementation

The cloud upgrade created a stable operational environment that improved speed, accuracy, and confidence across all departments.

Higher Efficiency Across FunctionsEmployees work through a clean and modern interface that supports quick navigation and dependable entries.

Stronger Reporting StructuresStandard reporting and Power BI preparation support accurate reviews of material movement and financial performance.

Inventory Confidence Across LocationsInventory records flow through structured modules that support predictable stock tracking and operational clarity.

Easier User AdoptionTeams adapt more quickly due to the intuitive interface and guided workflows that reduce confusion.

Removal Of Server Dependent IssuesThe cloud setup removes dependence on local servers and supports steady operations without maintenance interruptions.

Automation Support for Daily WorkAutomated tasks reduce human error and create a consistent process for procurement and financial entries.

Prepared For ExpansionThe system supports future phases including a customer portal and extended reporting capabilities.

Case Highlight

Before the upgrade, the organization worked through system limitations that slowed work and created difficulties for new employees and managers. After the shift to Business Central, they operate through a stable cloud environment designed for recycling operations, material tracking, and financial accuracy.

Clean Cloud Based Access Teams handle transactions and inventory entries through a unified environment accessible without server concerns.

Aligned Operational Modules Finance, purchasing, inventory, and warehouse activities run through structured modules suited for recycling workflows.

Improved Visibility for Leadership Reporting tools support reviews of incoming materials, processed volumes, customer orders, and financial activity.

Higher Productivity Across Departments The updated interface and automated workflows reduce repetitive steps and create stronger confidence for teams.

With a modern cloud upgrade and structured operational alignment, the organization now manages recycling operations with improved accuracy, stability, and long-term readiness.