The State Forest Management Centre (RMK) operates across diverse fields, including growing forest plants and selling timber, as well as restoring fish stocks and promoting environmental education. RMK also owns Sagadi Manor, home to a nature school, hotel, and museum, as well as the Elistvere Animal Park, where visitors can encounter Estonia’s native forest animals. At the beginning of 2025, RMK transitioned to a new ERP solution. Replacing the previously used Axapta 2009, the organization chose Microsoft Dynamics 365 Business Central, which offers improved tools for data management, analysis, and automation. Despite the project involving extensive integrations and collaboration between multiple parties, it was completed on schedule. The go-live date was January 2, 2025.
Business Central Met RMK’s Needs Best
OIXIO and RMK have worked together for more than 20 years, starting with the implementation of Microsoft Dynamics Axapta and payroll and HR solutions. The decision to replace the ERP system was made years ago as Axapta 2009 had become outdated. RMK once again selected OIXIO as the implementation partner, building on previous positive experiences.
According to RMK’s ERP specialist Kairi Kessler, several alternatives were considered during the ERP evaluation process. However, after reviewing various ERP systems, the team decided to stay within the Microsoft ecosystem.
“We initially evaluated both Business Central and Finance & Operations. Since we were primarily looking for a modern financial system, Business Central was a better fit for our needs,”
Kessler explains.
Project Objectives
- A modern solution with version updates and environment management ensured
- An unlimited number of dimensions and the ability to modify dimensions on entries
- Easily configurable financial reports
- Data consolidation and cleanup
- Reliable distributed cost allocation solution
- Standardized and updated integration with workbenches and third-party systems
- Standardized integration with Excel
Complex Business Processes Required Custom Development
RMK has complex business processes and a broad range of products and services, which meant transitioning to the new solution required multiple custom developments. Each business unit uses its own workbench, and the requirement was for all of them to integrate with the central ERP system.
“What makes our solution complex is that RMK’s sales happen in different systems. For instance, timber sales are handled separately, nurseries are managed in another system, and we also operate the hotel at Sagadi Manor. There are also differences in invoicing logic. For example, land lease invoices are handled in a completely separate solution. Some services are invoiced based on contracts, others based on standalone invoices. Some applications send out invoices automatically, while others require preparation in a workbench before moving to Business Central and then to the e-invoicing center,”
explains RMK Chief Accountant Merike Eier.
Data Flow to ERP Was a Challenge
For daily operations, RMK employees use Enterprise Portal workbenches, allowing work both in the office and in the field. For example, in collaboration with OIXIO, RMK developed the Praaker workbench and the mobile ePraaker solution based on the ColMobile platform.
Because there are many third-party systems and workbenches, it was crucial to ensure all systems could interface with the new ERP so that data would automatically flow into Business Central for further processing. As part of the transition, 16 different workbenches were integrated into Business Central, covering services from timber sales and land leases to hotel bookings.
Some workbenches remain on Axapta and are not planned for migration to the new ERP. These are integrated with Business Central via Axapta.
On-Time Delivery
The project go-live date was set for January 2, 2025, and was met precisely. Analysis began in February 2023, implementation started in January 2024, and the new ERP went live as planned.
Kairi Kessler notes that the schedule was maintained largely because they avoided taking unnecessary risks. “In January this year, we transitioned all financial operations to Business Central—purchasing, sales, fixed assets, and accounting. Only payroll remained outside the scope, which was a deliberate decision,” she says.
The implementation placed a significant burden on the finance department, which had not been fully anticipated. “In hindsight, data migration should have been better analyzed. At one point, we were working in two systems simultaneously, and because data was constantly changing, it caused quite a bit of confusion,” says Merike Eier.
Testing also proved to be labor-intensive. “Our accountants tested diligently, but when we went live, we had to re-test because some things still didn’t work,” Eier adds. “With major changes like this, you can’t rush. People need time to adapt and get familiar with the new system.”
Key Benefits and Results
One of Business Central’s major advantages is that it is a cloud-based system. While Axapta required terminal access, Business Central only requires a web browser.
“Cloud access is a real advantage since our accountants are located all over Estonia—some in Hiiumaa, some in Võru. Working in Business Central is significantly faster and more convenient,” says Eier.
As a result of the transition to the new ERP, RMK now benefits from:
- Extensive data analysis tools (financial reports and analysis views)
- Ability to edit data and lists directly in Excel
- Easy data entry via copy-paste from Excel
- Saved views functionality
- A new asset tracking solution for small assets that simplifies data entry
- Cleaned and systematized data (items, including small assets, customers, vendors, dimensions) and environment setup (posting groups, worksheets, etc.)
- A simple and reliable distributed cost allocation solution
- Standardized integrations
- Reliable recurring entries (e.g., VAT forecasts, prepayments)
- Automated management of prepayments and other incoming payments
- A simple and standardized internal transaction solution
- Updated and customizable user views
Feedback on Collaboration
RMK has a strong in-house IT team that handles many developments independently, but for more complex and large-scale projects, they rely on OIXIO. According to Kairi Kessler and Merike Eier, OIXIO provided consistent support throughout the project.
“Our applause goes to senior consultant Rita Maamägi. We are very grateful to her. The team that worked with us was highly responsible. They truly cared about our issues and never left us without answers,”
says Kessler.
Anni Haasma, Head of Client Relations at OIXIO, emphasizes that communication between RMK and OIXIO was positive, open, and constructive throughout the entire project. There was also excellent collaboration between the Business Central and Axapta teams.
“We provided comprehensive training for all RMK core and end users during the Business Central implementation. One challenge was preparing documentation, as the volume of guides required by RMK was extensive. We are still working on some topics and ongoing maintenance,” adds Haasma.
Replacing ERP Is a Major Step
RMK’s experience shows that replacing an ERP system is a significant step for any organization, requiring both technical and human readiness and resources. The transition to Business Central has resulted in a more reliable and up-to-date work environment that supports RMK’s complex operations and enables future growth.
Currently, 19 accountants across Estonia use Business Central daily at RMK. In the near future, the payroll and HR solution, currently still running in Axapta, will also be migrated to Business Central with OIXIO’s support.
Merike Eier and Kairi Kessler note that Business Central hasn’t saved time yet, as everything is still quite new.
“There’s still a lot to discover. Some things were more convenient in the old system, simply because we used it for 20 years,” says Eier. “Still, we certainly don’t regret the decision. Axapta had to be replaced anyway, as it’s no longer supported. I’ve asked our accountants for feedback, and no one wants to go back,” she adds.
Kairi Kessler highlights that, as a cloud solution, Business Central receives regular automatic updates from Microsoft. “Now we always have the latest version. Business Central also offers better reporting and analysis tools. I believe our data quality will also improve,” she says.
Regarding change management, Kessler notes that organizations respond differently. “Our accountants continued their daily work alongside the implementation. People need time, and the training process must allow everyone to become familiar with the new system. If you’ve done things one way for 20 years, it naturally takes time to adjust,” she adds.
Does your ERP need an upgrade?
ERP is not just software—it’s a strategic decision that affects your entire organization. Among Microsoft’s ERP offerings, two leading solutions stand out in Estonia: Dynamics 365 Business Central and Dynamics 365 Finance & Operations.
OIXIO is the only Microsoft partner in Estonia implementing both ERP solutions. We help organizations adopt ERP systems in a way that delivers maximum value.
If your ERP needs a refresh, get in touch with us!
OIXIO Group