GP and AX User Role to New ERP Permission Mapping Worksheet
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.
| Legacy role | Key tasks covered | Users | Target permission set | SoD risk | Reviewed by | Review priority | Action | |
|---|---|---|---|---|---|---|---|---|
3 | ||||||||
6 | ||||||||
5 | ||||||||
2 |
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.
Access conflict review
Optional: we can discuss analysing your role assignments for conflicts.
Optional. The tool and every export work without this. No spam.
How to fill it in
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.
- 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
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
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.
Frequently Asked Questions
Does GP security map one to one to Business Central?
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?
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?
Process owners confirm tasks, the controller confirms financial access, and IT or internal audit confirms the final assignments.
Is the review priority column meaningful?
It is simply the user count, so larger roles surface first. Sort on it and review high-impact roles before small ones.
If you want legacy role assignments analysed for conflicts before mapping, we can discuss tooling that reads them from your system.
Related Tools
GP Third-Party Add-On Inventory Worksheet
List every ISV product and custom dictionary in your GP install with maintenance cost and a disposition, then see the total migration effort.
Microsoft DynamicsDynamics AX 2012 Retirement Project Charter Template
A one-to-two page charter for getting executive approval to retire or replace Dynamics AX 2012, with scope, drivers, risks and sign-offs.
Microsoft DynamicsGP to Business Central Cutover Runbook Template
A fill-in cutover runbook for moving a Dynamics GP company to Business Central: freeze window, final extracts, opening balances, go/no-go and rollback.
Microsoft DynamicsAX 2012 to D365 Data Entity Mapping Worksheet
Plan each AX 2012 data object, its D365 data entity, load sequence, record count and owner in one editable migration sheet.
More Microsoft Dynamics tools
See all- Dynamics GP End of Support Migration Assessment
- Dynamics GP SQL Table Reference (IV00101, SOP10100, POP10100)
- Dynamics GP Chart of Accounts Mapping Worksheet
- GP Cutover Open Balances Reconciliation Worksheet
- GP to Business Central Partner RFP Letter Template
- GP Open Transactions SQL Query Generator
- Dynamics GP Unsupported Risk Exposure Calculator
- Dynamics GP Work, Open and History Table Map
- Dynamics GP SQL AR Aging Query Generator
Keep exploring
Free tools
- GP to Business Central Licence Cost CalculatorTurns your GP full and limited user counts into a Business Central subscription estimate and compares it with what you pay for GP today.
- Business Central User Access Request Form TemplateA fill-in form that records who needs access, which license, role center and permission sets, and who approved it.
- Business Central Permission Set Design WorksheetMap roles to objects and permission levels before you build permission sets, and flag segregation of duties risks early.
ERP fixes and how-tos
- Adding a Private AI Layer to Dynamics GP On-PremAdd AI to Dynamics GP on-prem without cloud: curated SQL views, eConnect for writes, retrieval index, local LLM, mirrored GP security, approved write-back.
- Adding a Private AI Layer to Business Central On-PremisesAdd AI to Business Central on-prem without cloud: API v2.0, custom API pages, SQL replica, retrieval, local LLM, BC permission sets, approved write-back.
- Fixing "You do not have the following permissions on TableData (table): (permission)" in Business Central ALBusiness Central runtime error You do not have the following permissions on TableData. Why AL extensions hit this and how to add the missing permission set.
AI on your ERP
- AI for Dynamics GP and NAV, Before the Business Central DecisionDynamics GP mainstream support is ending and NAV is long retired from active development. Add a private LLM over GP or NAV data now, on-prem, without a forced Business Central move.
- AI for Dynamics AX 2012, Without the Forced MigrationDynamics AX 2012 R3 left mainstream support in 2021. Add a private LLM over AX data now, use it to de-risk a future migration, without a forced move to D365.
Integrations
- How to add an AI chatbot to Microsoft Dynamics GPAdd an AI chatbot to Dynamics GP for staff or customers: grounded in SQL data and documents, role aware, hosted on-prem with open models, with honest trade-offs.
- How to use ChatGPT with Microsoft Dynamics GPConnect ChatGPT to Dynamics GP safely: export versus live access, custom GPT actions over an API gateway, enterprise data controls, and when to go private.
Software
- Microsoft Dynamics 365 Business CentralDynamics 365 Business Central explained for manufacturers: modules, APIs, AL extensions, deployment, strengths, limits and alternatives for small and mid-size firms.
- Microsoft Dynamics 365 Finance and Supply ChainDynamics 365 Finance and Supply Chain Management explained for manufacturers: modules, data entities, OData, deployment, strengths, limits and alternatives.