Migrate from EQUAL to Microsoft Dynamics 365 Business Central

EQUAL Accounts (the primary ledger records) map to D365 General Ledger Account records. We parse EQUAL's account structure (typically account number, name, type, category) and map to D365's COA with Account Type, Account Category, and posting definition. For Business Central, we also set the Direct Posting and Allow Budget Check flags per account. If EQUAL uses sub-accounts (e.g., 1000-001, 1000-002), we configure D365's Dimension Set approach for segmentation rather than splitting the COA into hundreds of leaf accounts.

EQUAL Transactions map to D365 General Journal lines. Each EQUAL transaction row (date, account, debit, credit, currency, description) becomes a D365 JournalLine with the appropriate GeneralJournalAccountType (Ledger, Customer, Vendor, Bank, Cash). We preserve the original EQUAL transaction ID in a custom field eq_original_transaction_id__c for audit. Multi-line EQUAL transactions with multiple debit/credit pairs become multiple journal lines under a single D365 JournalBatchNumber.

EQUAL's multi-currency ledger entries require a two-step approach: first, we configure the currencies and exchange rate periods in D365 (Currency page, Exchange Rate page under Financial Dimensions or Cash Flow Management), then we load transaction amounts using D365's AmountCur (transaction currency) and AmountMST (reporting currency) fields. We preserve the original exchange rate used in EQUAL as a custom field eq_exchange_rate__c on the journal line so the customer can reconcile if D365 recalculates at period close.

EQUAL Cards (expense cards, virtual cards, corporate cards) map to D365 Bank Accounts with Card Type set appropriately. Each Card record's current balance becomes the Bank Account statement ending balance at migration date. Virtual card tokens map to D365 Payment Method records with Card Type and expiry stored on the related Vendor or Employee record. We flag card limits stored in EQUAL as D365 Bank Account Credit Limit fields if applicable.

EQUAL Transactions attributed to a specific vendor (AP-side transactions) map to D365 Vendor Ledger Entries under the Vendor record. We resolve the vendor by matching EQUAL's merchant/vendor name against D365 Vendor records created from EQUAL vendor data or the customer's existing vendor master. Unmatched vendor names are held in a vendor reconciliation queue for the customer's AP team to resolve before import.

EQUAL vendor data (name, address, payment terms, bank details) maps to D365 Vendor records in the Purchasing module. Vendor Number maps from EQUAL's vendor ID; Vendor Posting Group maps from EQUAL's vendor category or payment terms. We preserve EQUAL's vendor ID as a custom field eq_vendor_id__c for reference and reconciliation.

EQUAL expense category tags (stored as properties on Transactions, not native D365 fields) are mapped to D365 Expense Categories (Business Central) or G/L Account Categories (Finance and SCM). We deliver the category mapping as a structured lookup table in the migration package, and the customer's D365 admin configures the Expense Categories or Account Categories in the destination system before we load transaction data.

EQUAL's merchant metadata (merchant name, category, location) attached to card transactions does not map natively to any standard D365 field. We extract this data as a structured MerchantMaster table during migration and deliver it as a lookup reference. The customer's admin maps merchant metadata to D365 Dimensions (Financial Dimensions in Finance, Cost Management dimensions in Business Central) or stores it as a custom field on the Vendor record.

EQUAL period-end balances map to D365 G/L Registers as opening balances for the migration period. We post opening balance journal entries to the appropriate G/L Accounts using the Balance field from EQUAL's period close records. D365 requires a separate opening entry journal for each fiscal year opened, and we configure the JournalBatchName with a migration-specific prefix (e.g., OPEN-INITIAL) for audit clarity.

If EQUAL contains budget data, it migrates to D365 Budget Register Entries with BudgetCode mapped from EQUAL budget name and Amount from EQUAL budget values. We preserve budget vs actual comparisons by mapping EQUAL budget lines to D365 BudgetDimensions for reporting in Power BI. Budget workflow approvals are out of scope and delivered as a written inventory for rebuild in D365 Power Automate.

EQUAL records for employees assigned to cards or expense approvals map to D365 Worker records in the Human Resources module (Finance) or Employee table (Business Central). We map Employee ID, Name, and Department. If D365 HR is not in scope, we map to D365 Employee for expense report assignment only. Expense approval limits from EQUAL do not migrate and are documented separately for rebuild in D365 Expense Management workflows.

EQUAL attachments (receipts, invoices, card statements) stored with Transactions map to D365 Document Attachment records. We migrate file attachments as blob storage with the attachment linked to the corresponding journal line or vendor ledger entry via D365's Attachment entity. The customer configures SharePoint or Azure Blob Storage as the document storage location in D365 before migration.