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Planning Your Dynamics GP Upgrade: What to Expect and How to Prepare

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Planning Your Dynamics GP Upgrade: What to Expect and How to Prepare

For many organizations across the United States, Microsoft Dynamics GP has long been a reliable backbone for financial management and operations. But as technology evolves and Microsoft continues to release new versions, upgrading your Dynamics GP system becomes not just a technical necessity—but a strategic business decision.

 

At Ascent Innovations LLC, we work closely with CFOs, Controllers, and IT leaders to ensure their GP upgrades are smooth, secure, and aligned with business goals. If you’re planning an upgrade, here’s what you need to know—and how to prepare. 

Why Upgrading Dynamics GP Matters

Before diving into the process, it’s important to understand why upgrading is critical: 

  • Security: Older versions no longer receive security patches, leaving your data vulnerable. 
  • Compliance: Regulatory changes (especially in payroll and tax) require up-to-date systems. 
  • Performance: New versions offer improved speed, stability, and user experience. 
  • Compatibility: Integrations with third-party tools and Microsoft Office products often require the latest GP version. 

Delaying an upgrade can lead to higher costs, longer downtimes, and increased risk. Planning ahead ensures your business stays agile and protected. 

What’s Actually Involved in a Dynamics GP Upgrade?

Upgrading Dynamics GP is not a simple “click and install” process. It involves a series of carefully coordinated steps that touch your data, infrastructure, and business processes. Here’s a breakdown of what to expect: 

1. Initial Assessment and Planning

Every successful upgrade starts with a detailed assessment. This includes: 

  • Version Review: Identifying your current GP version and determining the upgrade path. Some older versions require multiple “hops” to reach the latest release. 
  • Infrastructure Audit: Reviewing your SQL Server version, Windows OS, and hardware to ensure compatibility. 
  • Customization Inventory: Documenting any third-party add-ons, custom reports, or integrations that may be affected. 

At this stage, Ascent Innovations works with your team to create a tailored upgrade roadmap, timeline, and risk mitigation plan. 

2. Backup and Disaster Recovery Planning

Before any upgrade begins, full system backups are essential. This includes: 

  • SQL databases 
  • GP application files 
  • Customizations and integrations 

We also establish rollback procedures to ensure your business can recover quickly in the unlikely event of an issue during the upgrade. 

3. Test Environment Setup

A test upgrade is performed in a sandbox environment that mirrors your production system. This allows us to: 

  • Validate the upgrade path 
  • Identify potential issues with customizations or integrations 
  • Allow your team to test critical workflows and reports 

This phase is crucial for minimizing surprises during the live upgrade. 

4. Data Integrity Checks and Cleanup

Before migrating your data, we run integrity checks to ensure your databases are clean and stable. This includes: 

  • Removing unused companies or tables 
  • Fixing corrupt records 
  • Validating table relationships 

Clean data leads to a smoother upgrade and better performance post-migration. 

5. Upgrade Execution

Once testing is complete and your team signs off, we schedule the live upgrade—typically during off-hours or weekends to minimize disruption. This includes: 

  • Installing the new GP version 
  • Migrating databases 
  • Reapplying customizations and integrations 
  • Configuring security and user roles 

Our team monitors the process closely to ensure everything runs according to plan. 

6. Post-Upgrade Validation and Support

After the upgrade, we conduct a full system validation: 

  • Confirming data accuracy 
  • Testing financial reports and key transactions 
  • Ensuring third-party tools are functioning 

We also provide user training and documentation to help your team adapt to any new features or interface changes. 

How to Prepare for a Smooth Upgrade

Here are a few steps your organization can take to ensure a successful upgrade: 

✔Assign an Internal Project Lead 

Designate someone from your finance or IT team to coordinate with Ascent Innovations LLC. This person will help gather requirements, schedule testing, and communicate updates internally. 

✔ Clean Up Your GP Environment 

Remove inactive users, unused companies, and outdated reports. This reduces complexity and speeds up the upgrade process. 

✔ Review Your Customizations 

Make a list of all third-party tools, integrations, and custom reports. Knowing what’s in use helps us ensure compatibility with the new version. 

✔ Communicate with Stakeholders 

Let your team know what to expect—especially around downtime, testing, and training. Clear communication reduces resistance and ensures smoother adoption. 

Common Questions from CFOs and Controllers

Q: How long does a Dynamics GP upgrade take? 
A typical upgrade takes 2–5 business days, depending on the number of databases, customizations, and testing requirements. 

 

Q: Will we lose any data? 
No. With proper backups and testing, your data is preserved and validated throughout the process.

 

Q: Can we upgrade during year-end or month-end? 
We recommend avoiding upgrades during critical financial periods. The best time is typically mid-month or during a slower business cycle. 

 

Q: What if we’re using older versions like GP 2013 or GP 2015? 
Older versions may require multiple upgrade steps. We’ll guide you through each phase to ensure a safe and efficient transition. 

Why Choose Ascent Innovations?

At Ascent Innovations, we specialize in helping mid-sized businesses across the U.S. modernize their Dynamics GP environments. Our team brings: 

  • Deep expertise in GP upgrades and migrations 
  • Proven methodologies for minimizing downtime 
  • Personalized support tailored to your business needs 

Whether you’re upgrading to GP 18.5 or planning a future move to the cloud, we’re here to help you make informed, confident decisions. 

Final Thoughts

Upgrading Dynamics GP is more than a technical task—it’s a strategic opportunity to improve performance, security, and compliance. With the right planning and a trusted partner like Ascent Innovations, your upgrade can be smooth, efficient, and future-ready. 

Ready to start planning your upgrade?

Contact our team today for a free consultation and upgrade readiness assessment.

Author: Abdul Hafiz​​

Enterprise Solution Architect​

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