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Benefits of implementing Microsoft Dynamics 365 for accounting teams
Implementing a new ERP system such as Microsoft Dynamics 365 is, on the one hand, a large-scale project that adds extra work – especially for Finance and Accounting. On the other hand, it is a chance to automate repetitive tasks, improve data consistency and save time over the long term. That is why, from day one, it pays to highlight the real benefits the new tools will deliver to the team. Below are two practical examples of features that, in my experience, make a noticeable difference to everyday accounting work: Automatic VAT reclassification In many organisations, once the JPK_V7M file is generated, accountants manually move input and output tax to the VAT settlement account, reconciling that balance with the VAT return. With D365, the right configuration enables you to: automatically reclassify transactions from sales and purchase VAT accounts to the VAT settlement account; set up the tax office as a vendor so the VAT payable/receivable is posted directly to it; trigger the posting when the user decides – controlled yet automatic; keep the settlement-account balance aligned with the amount shown in the VAT return; post required rounding differences in line with regulations; record adjustments for a specific VAT period. Team benefits: time saved (no manual entries), lower risk of posting errors, consistent data and full compliance with reporting rules. Period-end valuation of receivables and payables D365 offers a robust foreign-currency valuation feature that lets you: automatically revalue open items (receivables and payables) using the National Bank of Poland (NBP) rate; preview a draft report before posting – so you can check data and exchange rates; flexibly set valuation parameters, choosing a single currency or all currencies, posting dates, exchange-rate dates, or specific business partners; automatically reverse the valuation in the next period or continue it into the following month; post realised FX differences when an item is cleared, simultaneously reversing the valuation; view posting results per supplier or customer transaction. Team benefits: statutory compliance, full control over valuation settings, and automation with an option for manual oversight – the perfect balance. Summary For Accounting, D365 enriched with Polish localisation is more than another IT tool – it is an opportunity to automate workflows, improve data quality and minimise errors. From project kick-off onwards, show accountants concrete features that address their daily challenges, and the system will quickly prove its value.
EdytaPolańska
SSRS, Excel and Word – creating your own operational reports in Dynamics 365 Finance & Supply Chain Management
If every tiny change to an invoice or order confirmation means calling IT or your ERP partner, the reporting system is running you – not the other way round. In a fast-moving business world you need tools that save time instead of eating it. Dynamics 365 Finance & Supply Chain Management (F&SCM) lets you build operational reports and documents in several ways: classic SSRS layouts, Excel or Word templates, and the newer Business Documents. Most tweaks can be done without writing a single line of code. Below is a quick tour of each option. SSRS reports – instant access to operational data SSRS (SQL Server Reporting Services) is Microsoft’s long-standing engine for pixel-perfect reports. Out of the box you already get hundreds of layouts – think trial balances, journals, warehouse picks and puts, plus sales and purchase invoices – generated almost in real time without exporting data. You can even schedule actions, like emailing a customer their invoice right after posting. During an implementation most companies tweak these reports: deciding which documents they need, what they should look like, and which data fields to show. The downside? You still need a developer when the structure changes, which can add cost and slow things down. SSRS is also less flashy than modern analytics tools. Still, it’s hard to beat for automation, security and multi-format exports. Excel and Word templates – reporting without code Less common but very handy are Excel and Word templates tied to data entities (system data views). You create a document – say a contract or order confirmation – where the static text stays put while fields such as customer name, net value or delivery date fill themselves in. In Excel you can pull live data into a pre-formatted sheet with filters, sorts and color rules ready to go. If you know Office, you’re good; no Visual Studio required. Business Documents – Word layouts with branding Business Documents build on Word too, but focus on user-friendly styling. You drop in your logo, company colors and fonts once and reuse the template for things like sales invoices. Business users can update the look and feel on their own. Logic and data options are leaner than in SSRS, yet for many customer-facing docs the trade-off is worth it. Summary ERP is supposed to make reporting easy; otherwise, why hold all that data in one place? With Dynamics 365 you can: keep documents visually consistent with your brand, tweak layouts in minutes instead of calling IT, let business teams build the reports they need themselves. If an invoice still needs to pass through three people before it “looks right”, it’s time for a change.
PawełMusiej
SAP vs IFS. A comparison of two powerful ERP systems
Choosing the right enterprise resource planning (ERP) system is crucial for the long-term success of any organization. IFS and SAP are two popular options that help companies optimize their business processes. In this article, we’ll look at the similarities and differences between these two solutions to help you decide which one is right for you. Functionality Both IFS and SAP offer a wide range of features, such as financial management, supply chain management, production, and human resources. Both platforms are scalable, allowing them to be tailored to the needs of growing organizations. Integration IFS and SAP alike are designed for easy integration with other business applications, enabling you to build a cohesive enterprise ecosystem. Cloud Availability Each platform is available both on-premise and in the cloud. This flexibility lets companies choose between local data storage or the elasticity and scalability of cloud solutions. Support Both IFS and SAP provide multi-tiered customer support, including implementation assistance, training, consulting, and technical support. Cost License, implementation, and maintenance costs vary depending on the system, version, and organizational needs. Generally, SAP is considered more expensive, but you should weigh its feature set and your deployment requirements before deciding. Security and Compliance In today’s regulatory environment, robust security and compliance capabilities are nonnegotiable. SAP offers extensive built-in controls and a comprehensive GRC (Governance, Risk & Compliance) portfolio, making it especially suitable for highly regulated industries. IFS also delivers strong security measures—such as role-based access, encryption, and audit trails—and emphasizes rapid compliance with evolving standards. When choosing between them, consider not only the cost of compliance but also how each platform’s security framework aligns with your industry regulations and internal policies. Similarities and Differences (Gartner Data) Overall Rating Both IFS and SAP score highly in Gartner’s ERP Magic Quadrant, yet their overall ratings differ slightly. IFS earns top marks for functionality, ease of use, and support, whereas SAP stands out for its robust infrastructure and extensive partner ecosystem. Ease of Use IFS is frequently praised for its intuitive, user-friendly interface, which allows users to quickly adopt its features. SAP, while offering a wealth of advanced capabilities, can present a steeper learning curve—especially for those unfamiliar with ERP systems. Implementation and Configuration Both platforms are flexible and scalable, but they differ in the time and resources required for deployment. IFS is often seen as quicker to implement, whereas SAP may demand a larger implementation team and longer configuration period to tailor the system to organizational needs. Innovation SAP leads in cutting-edge technologies such as artificial intelligence, machine learning, and big-data analytics. IFS also invests heavily in innovation, focusing on adding value through user-centric features and industry-specific enhancements. User Feedback Gartner user reviews highlight that IFS fans value its ease of use, support quality, and fast deployment, while SAP users appreciate its comprehensive feature set, scalability, and advanced tech stack. Align your choice with your company’s specific requirements and learn from the experiences of peers in your industry. Industry Focus IFS is often chosen by mid- to large-size industrial companies—energy, aerospace, defense, and telecommunications are typical use cases. SAP enjoys broad adoption across finance, retail, services, and manufacturing sectors. Your industry’s nuances may tip the scale toward one solution. Training and Education Both vendors provide extensive training programs and certification paths. IFS users frequently commend the responsiveness of support teams, whereas some SAP users report longer resolution times—an important consideration if rapid problem-solving is critical. Summary Deciding between IFS and SAP hinges on your organization’s unique goals, regulatory requirements, and budget. Leverage Gartner’s data and peer insights to weigh ease of use against technological depth, implementation speed against ecosystem strength, and security frameworks against compliance demands. By matching each platform’s strengths to your strategic priorities, you’ll invest in the ERP that delivers the greatest long-term value for your business.
MarekMac
Document Management vs. Records Management: Which One Do You Need?
So, you’re ready to digitize your business records to maintain compliance with government and industry regulations. Should you be looking for a document management system or software that is exclusively for records management? Document management enables you to digitize and archive both documents and records. Let’s explore the differences between the two to clarify the situation. What is records management? Records are evidence of a transaction, decision or commitment that an individual, company, nonprofit or government agency has made. A document becomes a record after a business process is completed. Records often contain many parts that can include documents, photos and videos. Proving compliance, limiting access to information to authorized personnel, ensuring security and enforcing retention schedules are among the main objectives of records management. The primary components include: Archiving: A record must be saved in a secure repository with a unique identifier and indexed so that it can also be retrieved by name, date, keyword, fulltext search and other criteria that an organization defines. Retention schedule enforcement: A record must be stored and eventually destroyed according to a defined set of rules established for each document type. Access controls: Authorized users must be able to access, retrieve and read the record – but do not have the ability to change it. Occasionally, there is a reason to allow changes to the metadata associated with it. Audit trail: The lifecycle of a record should be trackable from beginning to end. Security: Encryption and a robust access rights structure are necessary to prevent unauthorized changes. Disaster recovery and business continuity: Records must be stored in multiple locations in paper or electronic format to preserve them in case of natural or manmade disasters or a data breach. What is document management? Document management provides business-critical functions that meet every records management requirement as well as those that are part of active business processes. It captures, organizes, and manages paper and digital documents while facilitating easy collaboration and retrieval. Unlike records management, which is concerned with preserving final, immutable evidence of actions taken, document management addresses the entire document journey, including drafts, revisions, discussions and works in progress. Its core capabilities include: Indexing: A DMS platform transforms documents into manageable information by reading key portions of data and storing each data point as an index value. These index values describe the purpose and content of the document and are ultra-efficient for searching and organization. Archiving and retrieval: This process takes place after records are routed to the correct location via automated workflows. The index data previously assigned to the record ensures clear organization and quick retrieval by authorized users. Digital workflows: Document management software uses predefined steps based on an organization’s business rules. The workflow also controls the activities that start it; for example, storing an incoming invoice or other document. Certain deadlines or a change in the status, like approval, can also kick off a workflow. Automated workflow management controls and monitors the workflow with minimal human intervention. Most document management systems include comprehensive security and backup measures including: Authentication via a unique username and password. This not only allows specific access rights to be assigned but ensures a complete audit trail of which document was accessed, by whom, and what actions were taken. Encryption of cloud-based communication through TLS, HTTPS and HSTS to protect against protocol download attacks and cookie high jacking. Geographically distributed digital backups, housed in high-security data centers to safeguard vital information and ensure quick data recovery without unexpected costs. Document management vs. records management: what are the key differences? Document management and records management might seem alike at first glance, but they handle different business needs. Records management focuses on maintaining evidence of business transactions and regulatory compliance, while document management encompasses a broader approach to handling information throughout an organization. Records are: Not in active use. Stored in final form. Cannot be edited or revised. Often subject to internal and external audits to confirm compliance with industry, state and federal regulations. As a result, record management systems enforce strict retention schedules and focus on documents that have completed their active lifecycle. This contrasts document management which: Handles documents throughout their entire lifecycle, including creation and active use. Focuses on collaboration and the efficient flow of information. Enables document editing, versioning and tracking. Emphasizes accessibility and productivity across the organization. DMS software incorporates digital workflows automation and provides data security and protection against cyberthreats for both active documents and records. The cost and chaos of manually monitoring record retention schedules Managing retention schedules manually is a daunting and error-prone task that can lead to serious compliance issues and financial penalties if it’s not done properly. You’ll notice that the retention requirements in the brief examples below vary widely. This makes it difficult, if not impossible, to keep track of retention schedules without a record management system. Student records These retention schedules are governed by the Family Educational Rights and Privacy Act (FERPA). Temporary student records like attendance data — at least 5 years. Permanent records — at least 60 years. Consequences of noncompliance include: The possibility that a public school may lose funding from the Department of Education. Business tax records Past tax returns — 3 years. Receipts — 3 years. Employee tax records — 4 years. Deduction of the cost of bad debt —7 years. Consequences of noncompliance include: Paying extra tax because your company has not kept proof of planned deductions; tax adjustment after an audit and audit failures that result in large fines. Sarbanes-Oxley Act (SOX) Audit and review documents — 7+ years. Payroll records, tax records, ledgers and other records — 7+ years. General correspondence, credit card receipts and employment applications — 3 years. Consequences of noncompliance include: the potential for millions of dollars in fines and penalties brought against a company as well as removal from listings on public stock exchanges. The Health Insurance Portability and Accountability Act (HIPAA) HIPAA provides federal protections for personal health information (PHI) held by covered entities, such as hospitals and insurance companies, and gives patients an array of rights with respect to that information. HIPAA does not mandate medical records retention requirements because each state has its own laws and HIPAA does not pre-empt them. However, HIPAA data retention requirements apply to documentation like policies, procedures, assessments and reviews. These documents – must be maintained for 6 years after the content was last used or in effect. When a state-mandated records retention period ends, the Protected Health Information (PHI) must be destroyed according to HIPAA standards. Consequences of noncompliance include: Substantial fines and penalties. General Data Protection Regulation (GDPR) GDPR is a European Union (EU) regulation that has far-reaching effects. Even if your organization isn’t based in Europe, it will still have to comply with GDPR if it works with customers or companies in the EU. GDPR data retention rules require any personal data that is collected or processed to be kept only for as long as data is required to achieve the purpose for which the information was collected, although there are exceptions. Consequences of noncompliance include: If there’s a likely infringement, a warning may be issued. If there is a proven infringement, there is the potential for a reprimand, a temporary or permanent ban on data use and a fine of up to 20 million euros or 4% of a company’s annual revenue depending on which is higher.
DocuWare
Opening balance in the Polish localization of Dynamics 365 – good practices
Continuing our series on best practices for deploying the Polish localization of Microsoft Dynamics 365 – and tailoring it to headquarters’ requirements – this article focuses on the opening balance. Think of it not just as a technical checklist, but as a cornerstone that keeps business processes running smoothly and ensures compliance with Polish accounting and tax rules. Why the opening balance deserves a deep dive An opening balance is far more than a table of balances. It’s the foundation on which day-to-day operations and finance processes will run in the new system. Because of that, your data analysis has to respect every nuance of Polish accounting and tax law. Start with a local-requirements list Creating a quick local requirements list helps you to: Check data completeness See which data are covered out of the-box Spot the gaps that need tweaks or custom solutions A common scenario: credit notes for invoices from the legacy system Dynamics 365 lets you issue a credit note against an invoice booked inside D365, because the system keeps the link between the two documents and prints the right references. The headache comes when you need to credit an invoice that lived only in your old system. We recommend: Load open receivables in the opening balance – but skip the full detail of every historic sales invoice. Re-entering it all is rarely worth the effort. Add a small custom feature that lets users type the key details of a historic invoice manually (or import them if you have a lot). How sophisticated should that customisation be? During analysis, collect data on: How many credit notes you issue How often they show up What types of credit notes they are These numbers tell you whether a simple form is enough or you need a more advanced tool.And remember: even rare, low-value transactions still carry reporting and tax obligations. The opening balance is a starting line, not a finish line Too many projects treat the opening balance as the “end” of data migration. In reality, it’s the launchpad for ongoing processes. Skip key data now and errors will pop up after go-live. Areas that typically need attention: Corrections to JPK_V7 for periods handled in the legacy system Revaluations of open customer and vendor transactions in foreign currency FX revaluation of bank and cash transactions Data for the bad-debt relief scheme Information needed for split payment VAT deferred to future reporting periods Key take-aways Treat the opening balance as a continuation of business processes—not just a snapshot of account balances. Good analysis is never wasted time; it pays for itself later in the project. Lean on a team that knows D365 and the Polish localization inside out to design the right customisations. Keep solutions consistent—get your solution architect involved early. Involve your users. Their day-to-day insight is gold for process analysis. Good luck with your implementation – and remember, a solid opening balance sets the tone for everything that follows!
7F
Best practices for Dynamics 365 Polish Rollout – pt. 3
Part 3. Running the polish localization in the production environment After the implementation phase comes the critical moment—go-live. This is when all the work done during analysis and configuration is tested in real-world operations. The practices below help keep the system stable, compliant with Polish law, and aligned with group processes. Data migration and verification A smooth data migration—and a double-check afterwards—is the foundation of a successful start-up, especially for tax and reporting data. Examples of critical data: company details used in tax returns (NIP, address) customer and vendor records: addresses, VAT numbers, tax groups links to the correct tax offices key localization parameters such as NBP exchange-rate import or sales-credit-note functions Organising work in the support phase Good habits from implementation keep quality high after go-live. Efficient handling of service tickets and user requests is essential. Choose a ticketing system that sets priorities automatically—e.g., a VAT-return issue should outrank a posting-template change. Decide who may raise tickets—every user or only key contacts? Define ticket format, required attachments, response times, and support responsibilities. Automate workflows—task assignment, notifications, escalations. Separate tickets into errors (need immediate action) questions/training needs (handled through user support) Proactive checks of data and reports Do not wait until the deadline to prepare tax reports. Errors mean penalties and process delays. Check ahead of time: completeness and accuracy of the JPK_V7 file—leave time for fixes other JPK files the first sales invoice printout—verify data before posting Test environment and system updates Keep a dedicated test environment to analyse tickets and trial changes before they reach production. For every update: Review Microsoft’s release notes. Assess the impact on Polish-localization settings. Test key processes before the new version goes live. Monitoring legal changes ERP systems must adapt quickly to new regulations. Track legal updates proactively (e.g., KSeF, JPK_CIT, JPK_KR). Involve the team in spotting potential system impacts. Use the analysis-phase documents and lessons learned—they are your roadmap. Summary Clear communication and fast ticket resolution are the keys to smooth operations after go-live. They prevent misunderstandings, shorten response times, and build user trust. Consider user-satisfaction surveys to gather feedback and continually improve support. Effective change management reduces user anxiety about the new system and ensures a seamless shift to the new way of working. >> You can read Part 2 [HERE] <<
AleksandraStasiak
Best practices for Dynamics 365 Polish Rollout – pt. 2
Part 2. Effective and correct implementation of polish localization requirements Once the analysis phase is complete, it is time for implementation. At this stage, well-organised work and clear team communication are critical. The practices below will help you introduce the Polish localization in D365 efficiently while staying fully compliant with both local law and group rules. Organise project work To keep control of scope and progress: Use task-management tools such as DevOps or Jira. They let you split the work into phases (e.g., system configuration, functional tests, development, UAT) monitor progress and react quickly to delays Update task statuses regularly, assign owners and deadlines. Include configuration and testing tasks, not only development work. Communicate effectively inside the team Make sure every team member understands the Polish localization requirements. Clarify doubts as soon as they appear. Hold 2–3 status meetings per week, sized to the team and the workload. Discuss detailed operational issues in smaller working groups—avoid pulling the whole team into every matter. Define the right scope Not every function needs full automation—balance configuration and testing effort against how often the feature will be used.Example: Withholding tax: extensive setup in the “Taxes” module may be too time-consuming for occasional transactions; a manual process could be enough. If D365 lacks a function required in Poland, plan dedicated modifications, for example: corrections to sales invoices issued in the legacy system NBP exchange rates with a one-day shift (not available in standard D365) taxpayer validations (White List, VIES, GUS) Test and validate thoroughly Tests must cover the entire process, not just single D365 functions: system-to-system integrations data validation after migration performance tests for complex processes regression tests, especially when key processes change Add system alerts and messages where useful. Involve end users at every stage—their experience is vital when designing test scenarios. Provide clear user instructions. Clarify team roles and manage knowledge Include a System Architect to keep solutions consistent and reduce risk during changes. Work with a complete process map—many processes start outside Finance (e.g., in purchasing or logistics). Training: Run sessions for both the Polish and central teams to bridge knowledge gaps. Well-trained users greatly increase the chance of a smooth go-live. Summary Help the group team understand Polish requirements early. Organise work with tools like DevOps or Jira, broken into logical phases. Check whether automation makes economic sense case by case. Remember integration, regression, and performance tests. Maintain clear communication and use small-group meetings for detailed issues. >> You can read Part 1 [HERE] <<
AleksandraStasiak
Struggling to integrate yesterday’s ERP with today’s tech? Here’s what you need to know.
As smart tools and connected platforms reshape the way we work, businesses are under constant pressure to innovate, adapt, and deliver more value with greater efficiency. Yet, for many organizations, a significant barrier to transformation lies within their ERP system. Many legacy ERPs were designed decades ago, built for a world where cloud computing, mobile connectivity, and IoT devices were science fiction. Back then, these systems served as robust backbones for finance, inventory, and operations. But fast forward to today’s tech-driven landscape, and those same systems often stand in the way of progress. The integration dilemma Modern business operations rely on interconnected systems. Manufacturing Execution Systems (MES), Customer Relationship Management (CRM) tools, cloud platforms, data analytics dashboards, and IoT-enabled devices are all integral to running a responsive, data-driven business. The problem? Legacy ERP systems weren’t designed with these technologies in mind. Integrating older ERPs with newer tech can be a nightmare. Their rigid architecture, limited APIs, and proprietary frameworks make it difficult (sometimes even impossible) to communicate with modern platforms. Even when integration is technically feasible, it often requires costly custom development, middleware solutions, and ongoing maintenance. This patchwork approach leads to increased downtime, data silos, poor visibility, and a serious drag on agility. Worse still, these legacy systems can’t keep pace with the real-time demands of today’s operations. Imagine trying to implement predictive maintenance with IoT sensors feeding data every second only to have it bottlenecked by an ERP that processes data in overnight batches. Why modern ERP makes a difference Modern ERP systems are built with integration in mind. Cloud-native, API-rich, and often modular by design, they act as the digital backbone that connects your entire tech stack. Whether you’re trying to automate workflows between your MES and supply chain system, or feed real-time customer data from your CRM into financial planning tools, a modern ERP makes it seamless. Here are some of the benefits: Unified data: Say goodbye to silos. A modern ERP centralizes data from across your enterprise, enabling better decision making and real-time visibility. Scalability: Cloud-native ERPs grow with your business. You can add users, modules, or even new locations without massive IT overhead. Faster integrations: With open APIs and pre-built connectors, modern ERPs drastically reduce the time and cost of integrating new systems. Real-time insights: Access dashboards and analytics tools that feed on live data, not yesterday’s reports. Improved user experience: Modern interfaces are intuitive, mobile-friendly, and designed with the end user in mind. Holding on to a legacy ERP because “it still works”? Clinging to yesterday’s ERP system might feel like the safe, cost-effective option but it could be quietly costing your business in missed opportunities, inefficient processes, and integration headaches. As the pace of innovation accelerates, the gap between old and new systems will only widen. Adopting a modern ERP doesn’t just solve today’s integration problems. It sets your business up with a flexible, future-proof foundation.
RamBase
MarekMac
MarekMac
RamBase
