# GP and AX User Role to New ERP Permission Mapping Worksheet

> Source: https://netray.co/tools/dynamics-legacy-erp-user-role-mapping-worksheet
> Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems.
> Section: Free Tools

## Short answer

List each legacy security role, the tasks it covers, how many users hold it and the target permission set, with a segregation-of-duties check.

## Category

microsoft-dynamics

## Erp

Microsoft Dynamics GP

## Audience

- ERP security administrator
- Internal auditor
- IT manager

## Tool

**Kind:** worksheet

**Mode:** editable

**Columns:**

#### Legacy role

**Key:** legacy_role

**Type:** text

#### Key tasks covered

**Key:** tasks

**Type:** text

#### Users

**Key:** users

**Type:** number

#### Target permission set

**Key:** target

**Type:** text

#### SoD risk

**Key:** sod

**Type:** select

**Options:**

- Low
- Medium
- High

#### Reviewed by

**Key:** reviewed

**Type:** text

#### Review priority

**Key:** score

**Type:** number

**Expr:** users

**Format:** integer

#### Action

**Key:** action

**Type:** select

**Options:**

- Map as is
- Split role
- Remove access
- Needs review

**Rows:**

**Legacy role:** ACCOUNTING MANAGER*

**Tasks:** Journal entry, bank reconciliation, period close

**Users:** 3

**Target:** D365 BUS FULL ACCESS, D365 JOURNALS, POST

**Sod:** Medium

**Reviewed:** Controller

**Action:** Split role

**Legacy role:** AP CLERK*

**Tasks:** Vendor invoice entry, payment preparation

**Users:** 6

**Target:** D365 VENDOR, EDIT

**Sod:** Low

**Reviewed:** AP lead

**Action:** Map as is

**Legacy role:** PURCHASING AGENT*

**Tasks:** Create and receive POs

**Users:** 5

**Target:** D365 BASIC

**Sod:** Medium

**Reviewed:** Purchasing

**Action:** Needs review

**Legacy role:** SYSTEM ADMINISTRATOR*

**Tasks:** All setup and security

**Users:** 2

**Target:** D365 SETUP

**Sod:** High

**Reviewed:** IT manager

**Action:** Needs review

**Totals:**

#### Users across roles

**Key:** users

**Agg:** sum

**Format:** integer

#### Roles mapped

**Key:** legacy_role

**Agg:** count

**Format:** integer

**Summary:**

#### Average users per role

**Key:** avg_users

**Expr:** sum_users / count

**Format:** decimal

**Notes:** Role and permission set names shown are examples; verify names in your own GP, AX and Business Central environment. A single GP user often holds several roles, so count users per role, not unique people.

## Content

**Intro:** Security is rebuilt, not copied, in a move from Dynamics GP or AX. This worksheet lists legacy roles beside target permission sets so auditors can see how access was carried over and where duty conflicts were found.

**Sections:**

#### How to fill it in

**Body:** Export roles and assigned users from your legacy system. In GP, security uses roles made of tasks; in AX 2012, roles contain duties and privileges. List the roles, describe the key tasks in plain words and map each to a permission set in the new system. Use the action column to mark roles that need splitting.

**Bullets:**

- One row per legacy role
- Plain-language task description
- Record who reviewed each row
- Flag any role that combines entry and approval

#### Segregation of duties

**Body:** Migration is a chance to remove old overlaps, such as one person who can create vendors and release payments. Mark high-risk rows and decide whether to split the role, add a compensating review, or remove access. Keep the decision on record for audit.

#### After go-live

**Body:** Run an access review after the first month close. Roles drift quickly when staff ask for temporary access during cutover, and those exceptions rarely get revoked unless someone checks.

**Cta:** If you want legacy role assignments analysed for conflicts before mapping, we can discuss tooling that reads them from your system.

**Faq:**

#### Does GP security map one to one to Business Central?

**Answer:** No. GP uses roles and tasks, while Business Central uses permission sets assigned through user groups or directly. Expect to redesign, not copy.

#### How do I get GP roles and users?

**Answer:** Use GP's security reports, or query the SY10500 and SY10600 style security tables with a DBA. Confirm table names for your version before relying on them.

#### Who should sign off?

**Answer:** Process owners confirm tasks, the controller confirms financial access, and IT or internal audit confirms the final assignments.

#### Is the review priority column meaningful?

**Answer:** It is simply the user count, so larger roles surface first. Sort on it and review high-impact roles before small ones.

## Search terms

gp security roles to business central permission sets, dynamics ax security role mapping, erp user access migration template, segregation of duties worksheet erp, business central permission set mapping, dynamics gp security task list

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