Tenders are invited for Purchase of Upgraded Financial Management System (FMS). Closing Date: 14 May 2026 Type: Consultancy Purpose Afghanaid, is seeking a consultant to lead all aspects of upgrading of its existing financial management software from Microsoft Dynamics NAV 2013 to Microsoft Dynamics Business Central (version 28), to plan and support the integration of the new software with Afghanaids Odoo-based HRMIS and Salesforce-based CRM, and to ensure timely and effective integration into Afghanaids operating environment. Existing Financial Management System Afghanaid currently operates Microsoft Dynamics NAV 2013 as its primary Financial Management System (FMS) and Enterprise Resource Planning (ERP) platform. The system supports the organisations core financial operations, including General Ledger, Accounts Payable, Accounts Receivable, cash and bank management, budgeting, fixed asset management, inventory management, procurement processes, and financial reporting. The system also supports elements of award and project financial management, enabling the tracking of allocations, disbursements, expenditure, and financial reporting at award level to support donor accountability. Financial transactions are recorded on a daily basis within the system, which is hosted on an on-premises server located at the Kabul Head Office. Authorised users in the UK office and provincial locations access the system remotely through secure network connectivity to the central server. In addition to the core financial system, Afghanaid operates specialised information systems to support other operational functions. Odoo is used for human resources management and payroll administration, while Salesforce supports fundraising, donor engagement, and relationship management. These systems currently operate as stand-alone platforms with limited system integration with the existing financial management system. As a result, data exchange between systems is largely manual, which increases administrative workload, creates risks of data duplication or inconsistency, and limits the organisations ability to generate integrated operational and financial reporting. Afghanaid intends to migrate from Microsoft Dynamics NAV 2013 to Microsoft Dynamics Business Central (Version 28). Business Central represents the latest generation of Microsofts ERP platform and provides a modern, scalable, and secure financial management environment aligned with contemporary enterprise technology standards. The upgraded system is expected to support cloud-enabled architecture, enhanced multi-currency and multi-entity accounting, improved grant and project financial management, stronger internal control frameworks, integrated data management, and advanced reporting capabilities. The new platform must also support secure integration with existing organisational systems, including Odoo and Salesforce, in order to facilitate automated data exchange, improve operational efficiency, and enable consolidated organisational reporting. Afghanaids financial year runs from January to December, consistent with the calendar year. The new system must be capable of supporting the organisations current operational scale as well as anticipated future growth, including expanded programme activities, increased transaction volumes, and evolving donor compliance requirements. Functional Specifications The Microsoft Dynamics Business Central v28 system should be robust enough to be able to cater for the following functional specifications: CORE FUNCTIONS FUNCTIONALITY DESCRIPTION System Deployment Provide multiple system deployment options such as cloud, hosted, etc. Provide support with the implementation of the system and assist with solutions for data migration from current to new system Core Structure Ability to handle multi- branch with -inter-branch transactions and consolidation. Must also have the ability to operate one company with multiple geographical locations i.e. two or more countries Ability to accommodate data entry from multiple locations and using different interfaces Provide multi-user with concurrent access and different access levels Multi-Currency Management Multi-currency with the ability to handle at least two functional currencies; reporting currency. Ability to extract exchange rates from websites, Automated currency conversion and revaluation entries. Functional currency (AFN), Reporting Currency (GBP) and Donors or award currencies (USD, EURO, AFN & GBP). General Ledgers Ability to manage a standardised chart of account across companies/entities. Sub-Ledgers Maintain sub-ledgers for bank, debtors, inventory, fixed assets and vendors. Produce sub-ledger reports e.g. bank reconciliations, fixed assets register, aging analysis, stock reports, reports etc. Fund and Award Management Track funds (fund accounting) and distinguish between types of funds i.e. restricted, unrestricted, etc. Manage different types of relationships between awards/funds and projects e.g. one to many or many to one Track costs and income by project, country, province, district, department, implementing partner and programme pillar. Financial Analysis and Reporting Analyse transactions by country; province, donors, projects, location, country, department. District, partners, direct and flow though Staff etc. with automated donor reporting templates. Multi-currency reporting, enabling financial reports to be generated in the organisations functional currency (AFN) as well as reporting and donor currencies (GBP, USD, EUR). Configurable financial statements and analytical reports using dimension-based reporting structures (e.g. donor, grant, project, department, programme, and location). Automated donor financial reporting, enabling expenditure tracking and reporting by grant or award. Automated management reporting, including budget-versus-actual analysis, project performance reporting, and financial oversight dashboards. Generation of statutory and audit-compliant financial reports in accordance with applicable accounting standards. Capability to export reports in standard formats such as Excel, PDF, and other secure formats. Integration with advanced reporting tools such as Microsoft Power BI or equivalent analytics platforms for dashboard development and visual reporting. System Integration The system should be integrated, OR The system should have capacity to interface other systems e.g. Odoo, Salesforce and data management system. Workflow Management Provide workflow for purchases, data entry review/approvals, payroll and journal entries. Automated processing Automatically perform processes such as cost allocations, award closing, period close, year-end close, ledger revaluation. Indirect cost calculation, pool costs allocation, revenue recognition. AI Integration & Audit Automated anomaly detection, audit trial, predictive cash flow and fund utilisation, budget optimisation suggestions, natural language reporting queries. Provide audit trail for all transactions. Scalability Handle significant increases in volumes of transactions Easily accommodate & Customisable, functional scalability, infrastructure scalability, integration scalability, multi entity scalability. Maintainability Support automatic and manual updates. Security Protect accounting information against unauthorised access (read and write) through the implementation of secure authentication controls, including unique user IDs, strong password policies, multi-factor authentication, and role-based access restrictions based on business need. Hosting and Infrastructure Security, Data Residency and Compliance, Access Control and Authentication and Backup and Disaster Recovery Award Management Real time reporting, track contractual requirements to manage awards, grant management layer, grant management register, start/end date alerts, budget ceiling enforcement, cost share tracking, indirect cost rate application, funding tranche tracking, no cost extension tracking, grant close out checklist. Budget Management Assist with a simplified driver based budgeting and budget management, field local budget controls, BVA reporting, budget ceiling block overspendings. Assets/ Inventory Fixed assets and inventory registers, track asset lifecycle, depreciation, stock levels, barcoding, and inventory movements. Procurement Management Full procurement lifecycle (requisitions, call for quotation, quote comparative analysis, purchase orders, good delivery/ receipt note, invoice), preferred suppliers listing, and vendor management. Banking Management Integration with online banking for payment processing, cash and bank reconciliation, rolling cashflow forecasts, real-time cash visibility reports. Time keeping Integrated timekeeping or interfaced third party solution. Labour distribution reports Payroll allocation Integrated payroll function or ability to interface with Human Resource Management (HRM) Odoo system. Reports Generate automated management financial reports, donor reports, annual statutory reports, must enable secure reporting integration between the financial management database and through authenticated and encrypted database connections. Access to reporting data shall be controlled via role-based access control (RBAC) aligned with application-level permissions to ensure users can only retrieve data authorised for their role. Other? User-friendly interface, flexible for future expansion, compliant with international accounting standards and donor requirements. Controls Layer Access level, threshold based approvals, segregation of duties, audit logs, budget blocking controls, vendor master approval, payroll change approval, bank reconciliation approval. Compliance controls must be embedded not manual. Two layer authentication login. Centralized oversight, ERP integration. Tender Link : https://reliefweb.int/job/4206506/purchase-upgraded-financial-management-system-fms
