Microsoft Business Central Implementation
A growing food trader built a solid digital core with Dynamics 365 Business Central to streamline and scale operations.
A Crux of the Case Story: How a Startup Gained Control Before Growth
A newly registered European trading firm, dealing in cross-border food products, found itself at the starting line with fast-moving operations but without a reliable system to hold it all together.
It had bold ambitions but limited internal structure. Through a collaborative effort with Dynamics Square, it traded manual guesswork for measurable accuracy, aligning processes and financial control before scaling.
Business Overview
The client is a startup trading company focused on food products. Its primary operations take place across Europe, with key management based out of the United Kingdom. The business was set up to work through multiple legal entities. At the time of this engagement, it had already registered two legal companies in Denmark and one in the United Kingdom.
As a newly formed company with global ambitions, the client was aiming to establish operational control across sales, finance, purchasing, inventory, and compliance functions. The trading cycles involved were complex and often time-bound. Without a structured system in place, the business faced the risk of relying on manual coordination for highly regulated transactions.
What are The
Business Challenges
Being in its early stages, the business was trying to grow while still putting its internal structure in place. This led to key gaps across teams, tools, and time.
What the Business Needed
At its core, the business needed a structured and scalable system. It had to align people, processes, and data across three registered entities and an expanding trade footprint. The team wanted a single, dependable system that could grow as they grow.
- A modern ERP system that works across entities and locations
- Ability to process sales and purchase orders with traceability
- Strong financial controls and real-time tracking of performance
- Seamless connection with Microsoft 365 tools to improve collaboration
- Data security with minimal manual work
- Reporting that reflects actuals, not estimates
- Clarity across finance, inventory, purchasing, and compliance
Business Objectives
The business had a clear list of outcomes that it wanted to achieve through the ERP implementation. These goals were designed to create a strong foundation and allow for seamless business expansion in future phases.
Automate routine functions in sales, purchasing, finance, and stock management
Gain better visibility of financial health for faster decisions
Improve accuracy and reduce wastage across inventory
Manage customer data in a single space to improve service
Strengthen sales operations with tools to manage interactions
Ensure compliance and data protection across legal entities
Identify areas of operational growth through better reportin
Prepare for expansion into other markets and jurisdictions
Allow staff to work securely from different locations and time zones
Solutions Proposed by Dynamics Square
The project called for a well-paced, end-to-end ERP deployment that fits the startup’s current scale and future demands. Dynamics Square proposed the implementation of Microsoft Dynamics 365 Business Central. The project was planned using a blend of remote and onsite efforts, depending on project milestones.
Core ERP Modules Included
Finance (General Ledger)
- Chart of accounts, currency set-up, journal entries, VAT tracking
- Financial statements and reports, G/L budgets, and year-end closure
Sales and Receivables
- Customer master, order management, sales invoices and credit notes
- Sales journals, customer statements, and receivables reporting
Purchasing and Payables
- Vendor master, purchase order workflows, returns, quotes, and invoices
- Payables reports and purchase-related documentation
Inventory Management
- Item master, variants, stock transfers, lot and serial tracking
- Requisition worksheets, costing, and inventory reports
Fixed Assets
- Depreciation planning, asset journals, purchase and sale of assets
- Registers for tracking and audit purposes
Cash and Bank Management
- Bank reconciliation, deposit handling, and payment journals
Project Execution Methodology
- Planning and Project Kick-off
- Analysis and Fit-Gap Sessions
- Design and Configuration
- Deployment and User Training
- Post-Go Live Support
Support Plans Offered
- Five-day post-go-live support to address minor issues or errors
- Prepaid support hours with priority-based service windows
Additional Requests Addressed
- The client required a user manual and associated cost clarity
- HR add-on solutions discussed for future roll-out
- Office 365 licensing included for the newly registered entity
- Revised proposal to include two Danish and one UK legal entity
- Future entity in Turkey planned for Phase Two
Results and Impact: What This Transformation Means
Within a few weeks of planning, approvals, and proposal updates, the client confirmed its commitment to begin. The project was aligned to begin mid-August, giving the business a focused timeline to prepare for its go-live in October or early November.
162% projected ROI across a 3-year cycle
Payback expected within the first 12 months of go-live
Avoidance of hiring one full-time and one part-time operations hire
Savings valued at over £32K compared to older practices
Better visibility into finance and operational metrics
Smooth integration with the Microsoft suite they were already using
Structured access and control across multi-entity operations
Improved team flexibility with remote access enabled
Clearer business data that builds leadership confidence
Why This Case Matters and Future Prospects
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