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Change Key Fields in BC

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Posted on by JGarcia123

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I've seen where we can change key fields within BC. For example if we have a vendor that changes hands or names we can change the vendor ID and the change filters down through the system. In testing I was also able to do the same with GL Account numbers.

Previously with GP and SL third party or add-on utilities were required to affect such changes. That said with this functionality built into BC, are there any security limitations to control who can make such updates? Look forward to a repsonse.

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Dynamics 365 Business Central

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Andy Wingate 318 on at

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Change Key Fields in BC

Hello

Generally speaking it's not advised to change Vendor codes or G/L codes in a live system. Although, as you point out it can be done. The main concerns around changing these codes is that it can lock the system for quite some time as it will update all related records where the code was used. Another issue you face is an past reports or data exporting from the system naturally may no longer reconcile with the updated system.

The simplest way to prevent accidental updating of codes is to manage at the No. Series level - if you set the No. Series for Vendors to Not allow manual numbers, then the Vendor Code box is not shown on the page a no users can update them.

If for some reason, from time to time you do need to change some codes, toggle the switch, make the changes then toggle back. Use in combination with a environment level security group if you want to ensure only you have access to the system while doing this maintenance.

Ensure you are a member (not just owner) of the security group..

Cheers

Andy
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Khushbu Rajvi. 8,216 Super User 2025 Season 1 on at

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Change Key Fields in BC

Yes, Business Central allows changes to key fields like vendor IDs and GL account numbers, and you can implement approval workflows to control these updates for security purposes. By setting up an approval process, any changes made will require review and authorization from designated personnel before they take effect. This adds an extra layer of security and accountability to ensure that only authorized users can make critical updates.

Adding some links.

https://community.dynamics.com/forums/thread/details/?threadid=ec078a1b-bd2a-ee11-bdf5-002248255405

https://community.dynamics.com/blogs/post/?postid=fe9e0521-f65c-4e22-997f-7dd14cc44588

https://yzhums.com/10699/
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gdrenteria 14,028 Most Valuable Professional on at

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Change Key Fields in BC

Hi

Some of the tables mentioned have a function and events to which you can subscribe to apply business rules.

I hope this can help you and give you some hints.

Best

GR
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Yi Yong 1,787 Super User 2025 Season 1 on at

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Change Key Fields in BC

Hello JGarcia,

You can change the Vendor No. (PK) if needed, the new change will be applied to all the relevant tables that contained the Vendor No. such as Ledger Entries except for the Change Log Entries table.

You need to be aware that you will face with TableLock error during the change, depending on how many records are required to update, it may take hours to do so.

However, this approach should not be the first choice. You should always consider creating a new vendor and block the old one instead.