FA Module: D365 Business Central Migration Guide

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1. Overview

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1.1 Migration Scope

• Chart of Accounts (Account Master)
• Fiscal Year and Period Definitions
• General Ledger (Historical Balances)
• Vendor Master and Open Payables
• Customer Master and Open Receivables
• Open Purchase Orders (if applicable)
• Budget Data (if applicable)

• Closed transactions older than 7 years (per retention policy)
• Draft/cancelled transactions
• System audit logs (start fresh in Encore OS)

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1.2 Migration Phases

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2. Chart of Accounts Mapping

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2.1 D365 BC Structure

Account Number: 1010
Account Name: Cash - Operating Account
Account Type: Bank Account
Direct Posting: Yes

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2.2 Encore OS FA Structure

Account Number: 1010
Account Name: Cash - Operating Account
Account Type: Asset
Account Subtype: Bank Account - Checking
Fund: Unrestricted General Fund
Requires Department: No
Requires Program: No

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2.3 Mapping Strategy

-- SQL query for D365 BC (adjust table names)
SELECT 
  "No_" AS account_number,
  "Name" AS account_name,
  "Account Type" AS account_type,
  "Income/Balance" AS income_balance,
  "Direct Posting" AS direct_posting,
  "Blocked" AS is_blocked
FROM "G/L Account"
WHERE "Direct Posting" = 1 -- Only posting accounts
ORDER BY "No_";

• Account number starts with “3xxx” (Restricted Grant Accounts) → Assign to specific grant fund
• Account name contains “Endowment” → Assign to “Permanently Restricted Fund”

• Expense accounts → requires_department = true
• Revenue accounts → requires_program = true (for program attribution)

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3. General Ledger Migration

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3.1 Balance Migration (Opening Balances)

SELECT 
  g."No_" AS account_number,
  g."Name" AS account_name,
  SUM(CASE WHEN e."Debit Amount" > 0 THEN e."Debit Amount" ELSE 0 END) AS total_debits,
  SUM(CASE WHEN e."Credit Amount" > 0 THEN e."Credit Amount" ELSE 0 END) AS total_credits
FROM "G/L Entry" e
JOIN "G/L Account" g ON e."G/L Account No_" = g."No_"
WHERE e."Posting Date" <= '2024-12-31'  -- As of last day of prior fiscal year
GROUP BY g."No_", g."Name"
HAVING SUM(e."Debit Amount" - e."Credit Amount") <> 0;

// Create journal entry with all opening balances
const openingBalanceEntry = {
  organization_id: orgId,
  fiscal_period_id: firstPeriodId,
  entry_date: '2025-01-01',
  entry_type: 'opening_balance',
  description: 'Opening balances migrated from D365 BC',
  reference_number: 'D365-MIGRATE-OB-2025',
  lines: trialBalanceData.map((row, index) => ({
    line_number: index + 1,
    account_id: accountMap[row.account_number], // Mapped Encore OS account ID
    debit_amount: row.total_debits > row.total_credits ? row.total_debits - row.total_credits : null,
    credit_amount: row.total_credits > row.total_debits ? row.total_credits - row.total_debits : null,
    description: `Opening balance - ${row.account_name}`
  }))
};

• Entry must balance (total debits = total credits)
• Run trial balance in Encore OS and compare to D365 BC trial balance
• Reconcile to penny-level accuracy

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3.2 Transaction-Level Migration (Optional)

• Regulatory requirement to maintain transaction history (e.g., grant audit trail)
• Need to drill down to original journal entries for forensic accounting

1. Export ALL D365 BC journal entries for fiscal year
2. Map entry types (General, Payment, Invoice, etc.) to Encore OS entry types
3. Create journal entries in Encore OS with migrated_from_d365 = true flag
4. Post all entries to recreate historical balances

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4. Vendor & Customer Migration

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4.1 Vendor Master Migration

SELECT 
  "No_" AS vendor_number,
  "Name" AS vendor_name,
  "Address" AS address_line1,
  "Address 2" AS address_line2,
  "City",
  "State" AS state_province,
  "ZIP Code" AS postal_code,
  "Country/Region Code" AS country,
  "Phone No_" AS phone,
  "E-Mail" AS email,
  "Federal ID No_" AS tax_id,
  "Payment Terms Code" AS payment_terms,
  "Blocked" AS is_blocked
FROM "Vendor"
WHERE "Blocked" = 0;

const vendors = d365VendorData.map(v => ({
  organization_id: orgId,
  vendor_number: v.vendor_number,
  vendor_name: v.vendor_name,
  vendor_type: 'general', // Default, customize as needed
  address_line1: v.address_line1,
  address_line2: v.address_line2,
  city: v.City,
  state_province: v.state_province,
  postal_code: v.postal_code,
  country: v.country || 'US',
  phone: v.phone,
  email: v.email,
  tax_id_encrypted: await encryptTaxId(v.tax_id), // CRITICAL: Encrypt!
  payment_terms_days: mapPaymentTerms(v.payment_terms),
  is_active: !v.is_blocked,
  is_1099_eligible: v.tax_id ? true : false
}));

// Bulk insert
const { data, error } = await supabase.from('fa_vendors').insert(vendors);

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4.2 Customer Master Migration

SELECT 
  "No_" AS customer_number,
  "Name" AS customer_name,
  "Address",
  "City",
  "State",
  "ZIP Code",
  "Country/Region Code",
  "Phone No_",
  "E-Mail",
  "Federal ID No_",
  "Payment Terms Code",
  "Blocked"
FROM "Customer"
WHERE "Blocked" = 0;

• Similar process to vendors
• Encrypt tax_id_encrypted field
• Map payment terms to days (e.g., “NET30” → 30)

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5. Open Payables & Receivables

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5.1 Open Vendor Bills

SELECT 
  "Vendor No_" AS vendor_number,
  "Document No_" AS bill_number,
  "Document Date" AS bill_date,
  "Due Date" AS due_date,
  "Amount" AS amount,
  "Remaining Amount" AS remaining_amount,
  "Description"
FROM "Vendor Ledger Entry"
WHERE "Remaining Amount" <> 0  -- Open invoices only
  AND "Document Type" IN ('Invoice', 'Credit Memo');

const bills = d365PayablesData.map(b => ({
  organization_id: orgId,
  vendor_id: vendorMap[b.vendor_number], // Mapped Encore OS vendor ID
  bill_number: b.bill_number,
  bill_date: b.bill_date,
  due_date: b.due_date,
  amount: b.amount,
  amount_paid: b.amount - b.remaining_amount,
  amount_remaining: b.remaining_amount,
  status: b.remaining_amount === b.amount ? 'approved' : 'partial',
  approval_status: 'approved', // Pre-approved in D365
  description: b.Description
}));

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5.2 Open Customer Invoices

SELECT 
  "Customer No_" AS customer_number,
  "Document No_" AS invoice_number,
  "Document Date" AS invoice_date,
  "Due Date" AS due_date,
  "Amount" AS amount,
  "Remaining Amount" AS remaining_amount,
  "Description"
FROM "Cust. Ledger Entry"
WHERE "Remaining Amount" <> 0
  AND "Document Type" = 'Invoice';

• Similar process to vendor bills
• Update invoice status (sent, partial, overdue)

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6. Budget Migration

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6.1 D365 BC Budget Export

SELECT 
  b."Budget Name",
  b."G/L Account No_",
  b."Date" AS period_start,
  SUM(b."Amount") AS budget_amount
FROM "G/L Budget Entry" b
WHERE b."Budget Name" = 'FY2025 Budget'
GROUP BY b."Budget Name", b."G/L Account No_", b."Date"
ORDER BY b."Date", b."G/L Account No_";

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6.2 Encore OS Budget Load

// Create budget header
const { data: budget } = await supabase.from('fa_budgets').insert({
  organization_id: orgId,
  fiscal_year: 2025,
  budget_name: 'FY2025 Operating Budget (Migrated)',
  status: 'approved'
}).select().single();

// Create budget lines
const budgetLines = d365BudgetData.map(b => ({
  budget_id: budget.id,
  account_id: accountMap[b["G/L Account No_"]],
  period_month: new Date(b.period_start).getMonth() + 1,
  budget_amount: b.budget_amount,
  department_id: null, // Assign if D365 has dimension data
  program_id: null
}));

await supabase.from('fa_budget_lines').insert(budgetLines);

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7. Data Validation & Reconciliation

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7.1 Validation Checklist

• D365 BC trial balance balanced (debits = credits)
• All account numbers mapped to Encore OS accounts
• Vendor/customer counts match (D365 export vs Encore OS import)
• Open payables total matches D365 BC Accounts Payable balance
• Open receivables total matches D365 BC Accounts Receivable balance

• Encore OS trial balance matches D365 BC trial balance (by account)
• Total assets = Total liabilities + Total equity
• Cash account balance matches bank reconciliation
• Vendor aging report totals match
• Customer aging report totals match
• Budget totals match (revenue and expense)

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7.2 Reconciliation Report

-- Compare D365 BC vs Encore OS balances
SELECT 
  d.account_number,
  d.account_name,
  d.d365_balance,
  n.northsight_balance,
  (n.northsight_balance - d.d365_balance) AS variance
FROM d365_trial_balance d
FULL OUTER JOIN northsight_trial_balance n 
  ON d.account_number = n.account_number
WHERE ABS(n.northsight_balance - d.d365_balance) > 0.01  -- Variance > 1 cent
ORDER BY ABS(variance) DESC;

• Variance > $0.01 requires investigation
• Common causes: rounding errors, unmapped accounts, missing transactions
• Document all variances in migration log

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8. Parallel Run Strategy

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8.1 Parallel Run Duration

1. Week 1-2: Post all transactions in BOTH D365 BC and Encore OS
2. Week 3-4: Reconcile daily balances between systems
3. Month-End Close: Perform month-end in both systems, compare financial statements
4. Go/No-Go Decision: If variance < $100 total and all reconciliations complete, proceed to cutover

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8.2 Daily Reconciliation Procedure

1. Print trial balance from D365 BC
2. Print trial balance from Encore OS FA
3. Compare account-by-account
4. Investigate any variance > $1
5. Document findings in parallel_run_log.xlsx

• Finance team meeting every Friday at 2 PM
• Review week’s variances
• Identify process improvements
• Update user training materials

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9. Cutover Plan

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9.1 Cutover Timeline

• Final reconciliation complete
• All variances documented and resolved
• CFO approval obtained
• Users notified of cutover window

• Freeze D365 BC (read-only mode)
• Post final journal entries in Encore OS
• Run final trial balance and financial statements
• Update DNS/URLs to point to Encore OS
• Send go-live notification to all users

• Users begin using Encore OS FA exclusively
• On-site support available for first 3 days
• Helpdesk tickets monitored hourly

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9.2 Rollback Plan

• Critical system failure preventing GL posting
• Data corruption discovered in Encore OS
• Unrecoverable variance in financial statements

1. Re-enable D365 BC posting
2. Notify all users to revert to D365 BC
3. Schedule emergency meeting with implementation team
4. Analyze root cause
5. Reschedule cutover after issues resolved

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10. Post-Cutover Support

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10.1 Support Schedule

• On-site support: 8 AM - 6 PM daily
• Helpdesk: 24/7 monitoring
• Daily check-ins with CFO and Controller

• On-site support: 8 AM - 5 PM Mon-Fri
• Helpdesk: Standard hours (8 AM - 8 PM)
• Weekly check-ins with finance team

• Helpdesk: Standard hours
• Monthly user training refreshers
• Quarterly system health review

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10.2 Training Plan

• 2-hour overview session for all finance staff
• Hands-on training: Journal entries and month-end close
• Hands-on training: Vendor bill processing and payments
• Hands-on training: Customer invoicing and receipts
• Hands-on training: Financial reporting

• Just-in-time training during first week
• Advanced topics (budgeting, consolidation) in month 2
• Admin training (chart of accounts maintenance) in month 2

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11. Migration Tools & Scripts

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11.1 SQL Export Scripts

• export_coa.sql - Chart of Accounts export
• export_trial_balance.sql - Trial balance as of cutover date
• export_vendors.sql - Vendor master
• export_customers.sql - Customer master
• export_open_payables.sql - Open vendor bills
• export_open_receivables.sql - Open customer invoices
• export_budgets.sql - Budget data

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11.2 Transformation Scripts

• transform_coa.ts - Map D365 accounts to Encore OS schema
• transform_vendors.ts - Cleanse and encrypt vendor data
• transform_customers.ts - Cleanse and encrypt customer data
• validate_balances.ts - Compare D365 vs Encore OS balances

# Run transformation
npm run migrate:transform -- --source d365-export/coa.csv --output encoreos-load/accounts.json

# Validate
npm run migrate:validate -- --d365-trial-balance d365-export/trial_balance.csv

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11.3 Data Load Scripts

• load_accounts.ts - Bulk insert chart of accounts
• load_vendors.ts - Bulk insert vendors
• load_customers.ts - Bulk insert customers
• load_opening_balances.ts - Create opening balance journal entry
• load_open_payables.ts - Create open vendor bills
• load_open_receivables.ts - Create open customer invoices

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12. Known Issues & Workarounds

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12.1 D365 BC Multi-Currency

• Convert all foreign currency balances to USD at cutover date exchange rate
• Document exchange rates used in migration log
• Plan for multi-currency support in Encore OS FA v1.1 (Q2 2026)

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12.2 D365 BC Dimensions

• Map D365 “Department” dimension to Encore OS department_id
• Map D365 “Program” dimension to Encore OS program_id
• Map D365 “Grant” dimension to Encore OS fund_id (create fund per grant)
• Additional dimensions (Project, Location, etc.) stored in custom_fields JSONB column

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12.3 D365 BC Fixed Assets

• Migrate fixed asset GL account balances only (not detail records)
• Continue using D365 BC fixed asset module for depreciation
• Post monthly depreciation entries from D365 BC to Encore OS via journal entry
• Plan for fixed asset module in Encore OS FA v1.2 (Q3 2026)

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13. Success Criteria

• All account balances reconciled to penny-level accuracy
• All open payables and receivables migrated and reconciled
• First month-end close completed successfully in Encore OS
• Financial statements match prior month D365 BC statements
• All users trained and comfortable with Encore OS FA
• No critical or high-severity issues outstanding
• CFO sign-off obtained

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14. Contacts & Resources

• Name: [TBD]
• Email: [TBD]
• Phone: [TBD]

• Name: [TBD]
• Credentials: D365 BC Functional Consultant

• Name: [TBD]
• Credentials: Encore OS Certified Developer

• Level 1: Implementation team
• Level 2: Encore OS Product Manager
• Level 3: Encore OS CTO