When a business decides to move from Dynamics GP to Business Central, one of the first questions we hear is: “Does Microsoft provide a tool for this, or do we have to move everything by hand?”
The answer is that Microsoft does provide a tool. It is built into Business Central online, it is free to use, and it handles a large part of the data move. But it is not a magic button. It has requirements, limits and a specific order of steps, and understanding them early can save weeks on your project.
In this article, we will explain what the cloud migration tool is, what it needs, how it works step by step, and where it fits in a well-planned migration.
What Is the Cloud Migration Tool?
The cloud migration tool is Microsoft’s built-in method for copying data from an on-premises system into Business Central online. It is managed from inside Business Central, through an assisted setup guide and a page called Cloud Migration Management.
It supports several source systems:
- Dynamics GP 2015 and later
- Business Central on-premises, for customers moving to the cloud version of the same product
- Dynamics NAV, usually after an upgrade to a supported Business Central on-premises version first
In this article, we focus on Dynamics GP, which is where most of our current migration enquiries come from. With GP product support ending on 31 December 2029, the tool has become central to many organizations’ plans.
One point to recognize from the start: the tool moves data into Business Central online only. If you plan to run Business Central on your own servers, a different approach is needed.
How the Tool Works Behind the Scenes
The tool uses Microsoft Azure services to move your data securely. There are four main parts:
- Your GP SQL database: the source of the data, on your own server.
- Self-hosted integration runtime: a small Microsoft application installed on a machine in your network. It creates a secure, outbound connection between your SQL Server and Azure. You only need it if your GP database is on-premises.
- Azure Data Factory pipelines: managed by Microsoft, these copy the data from your database to the cloud.
- Business Central online: the destination, where the data is converted into Business Central’s structure.
You do not need to set up or pay for Azure Data Factory yourself. Microsoft manages it as part of the tool.
What You Need Before You Start
This is where many projects slow down, so we would emphasize checking these requirements early.
On the GP side
- GP 2015 or later. Older versions must be upgraded first. Our article on Dynamics GP upgrade paths explains how.
- SQL Server 2016 SP1 or later, with a database compatibility level of 130 or higher.
- TCP/IP enabled and SQL Server authentication configured.
- A SQL login with the required server and database rights for the migration.
On the Business Central side
- A Business Central online environment, ideally a sandbox for the first test run.
- The required migration apps installed and up to date, such as Intelligent Cloud Base and GP Intelligent Cloud.
- At least one user with SUPER permissions in each target company.
- The person running the migration needs SUPER permissions and admin rights in the Microsoft admin centre.
Licensing and storage
The tool itself carries no separate charge, but you will need Business Central licenses for your users. Your Business Central tenant also comes with a database storage allowance, which grows with the number of licensed users. Large GP databases can exceed it, so check your data volume early. Our Business Central pricing and licensing page gives an overview.
Also note that the assisted setup for GP is currently supported for the United States, Canada, the United Kingdom and Australia. For other countries, speak to your partner about the right approach.
The Migration, Step by Step
Here is how the process typically runs.
1. Assess and prepare
Microsoft provides a migration assessment tool to review your readiness. Alongside it, clean your GP data: mark inactive records, post open batches, and reconcile key balances. Clean data migrates faster and causes fewer errors.
2. Run the Cloud Migration Setup
In Business Central, open the Set up Cloud Migration assisted setup. You choose Dynamics GP as the source, enter the SQL connection details, and install the self-hosted integration runtime using the key the wizard gives you. No data moves at this stage. You are only building the connection.
3. Configure the GP company migration
The GP Company Migration Configuration page is where you make the important business decisions:
- Which companies to migrate
- Which modules to include
- Which two GP account segments become global dimensions
- Whether customer, vendor and item classes become posting groups
- The oldest historical year for general ledger summary balances
- Whether to bring detailed history across as a GP Historical Snapshot
Our article on what data migrates from Dynamics GP to Business Central explains these options in more detail.
4. Replicate the data
Choose Run Migration Now on the Cloud Migration Management page. The tool copies your GP data into Business Central. The first run takes the longest. Later runs copy only the changes, which is useful when you want to refresh the data just before go-live.
The tool works table by table. If a table fails, it is logged and the tool continues with the others, so always review the results rather than assuming everything worked.
5. Run the data upgrade
Next, choose Run Data Upgrade Now. This converts the replicated GP data into proper Business Central records, such as customers, vendors, items, open documents and general ledger balances.
This step is important: once the data upgrade has completed, you cannot replicate again into that environment. So make sure all companies have been replicated before you run it.
6. Validate the results
Microsoft provides a validation step that compares source GP data with the migrated Business Central data and highlights differences. We also recommend your own checks: trial balances, aged receivables and payables, inventory quantities and values, and a sample of customer and vendor records.
7. Complete the migration and go live
When you are satisfied, you complete the migration and disable it. Until then, users without SUPER permissions only have read-only access, which protects the data during the process. After completion, you set up proper user permissions and begin working in Business Central.
Important Points to Keep in Mind
Always test in a sandbox first: Run the full process on a sandbox environment, review it with key users, and only then migrate to production.
Never migrate into a production environment already in use: Replication can overwrite existing data in the target environment.
Keep migration runs a sensible size: Microsoft recommends keeping each run under roughly 30 GB. Very large databases may need history trimmed or archived first.
Customization does not migrate automatically: Only tables that exist in both systems are moved. Custom GP tables, Dexterity code and third-party add-on data each need a separate decision. Some can be mapped to Business Central extension tables; others are better archived. Our team can help with analyzing which approach suits each one.
Users and permissions do not come across: Business Central users are Microsoft Entra accounts and must be set up fresh, with new permission sets.
The tool is one-way: It copies from GP to Business Central. Once you start working in Business Central, GP should no longer be updated.
Where the Tool Fits in a Real Project
The tool moves data, but a migration involves much more than data. In our experience, the tool typically covers a substantial share of the data work, while the rest of the project includes:
- Process design: how your finance and operations teams will work in Business Central
- Setup: posting groups, dimensions, number series, approvals and reports
- Extensions: replacing GP add-ons and customizations with Business Central apps or custom extensions
- Integrations: reconnecting banking, payroll, e-commerce and other systems
- Reporting: rebuilding financial statements and Power BI dashboards
- Training and go-live support
Some organizations also choose not to use the tool at all. For example, if they want a completely fresh start with only master data and opening balances, other import methods may be simpler. The right choice depends on your data, your history requirements and your budget.
How Nevas Technologies Can Help
Nevas Technologies has worked with Dynamics GP since version 7.0 and now helps GP customers move to Business Central across the USA and Asia Pacific. We can:
- Assess your GP system and plan the full Dynamics GP to Business Central migration
- Upgrade older GP versions so they meet the tool’s requirements
- Run test and production migrations, with full reconciliation
- Deliver your Business Central implementation, including extensions and integrations
- Support your team with Business Central training
- Keep GP running smoothly until go-live through Dynamics GP support
Summarizing the Key Points
- The cloud migration tool is built into Business Central online and is free to use.
- It supports GP 2015 and later, with SQL Server 2016 SP1 or later.
- The process runs in order: set up, configure, replicate, upgrade, validate, complete.
- Test in a sandbox first, and replicate all companies before the data upgrade.
- It moves data, not customizations, users or processes. Those need their own plan.
Used well, the tool removes a great deal of manual effort and risk from your migration.
If you would like to know whether the cloud migration tool suits your GP system, contact Nevas Technologies or schedule a demo with our Business Central team.
Frequently Asked Questions
Is the Business Central cloud migration tool free? Yes. The tool is built into Business Central online at no extra cost. You still need Business Central user licenses and enough database storage.
Which Dynamics GP versions can use the tool? GP 2015 and later. Older versions must be upgraded first.
Can I run the migration more than once? Yes, you can replicate several times before the data upgrade. Once the data upgrade completes, you cannot replicate again into that environment.
Does the tool work with Business Central on-premises? No. It migrates data to Business Central online only.
