Is separate Customer tables a good idea?

[Tango]

Hi,

I would like to seperate my Customers from Suppliers and was thinking of having separate tables?

Is this a good idea or creating way more work than I have time for?

Would a simple choice column suffice?

Thanks in advance

Todd

[Fubar]

Generally I do not recommend it, but may depend on specific requirements.  Out of the box functionality exists for Contact and Account records (and the Customer lookup type) and how these fields interact with other out of the box tables etc - trying to emulate that functionality in some cases can be difficult and time consuming - but it generally will depend on why you are thinking you need them in different table.

[Jmanriquerios]

Hi @Tango 

It depends on the context you need and above all on the tab (form and fields that you want both tables to contain)

For example, if the fields are similar and the form sheet is similar, you could also go to a choice field and identify it there.

Dynamics 365 CRM, on the contrary, has it separated by the nature of both tables, the key question is whether you should set up a logic from scratch, you will have more development time or creating a table with basic fields will be enough for you.

The other point is the exploitation of the data, under the first scheme you should always have the filter of the field of choice.

So the answer is not the only one, visualize the business process more and have your relational model respond to it.

[MarioRing]

In most of the projects I participated in, we used Account records for both of these functions. This entity is so fundamental and unique that you should think carefully if you want to abandon it. Having to implement and test everything twice is a terrible nightmare and I don't recommend it. There are plenty of standard modules and functionalities that use Account.

Just use the "Account Type" picklist. If the difference in data structure is significant, you can use separate forms for the same entity, or use business rules to show/hide fields on the form, depending on the type of account. 

If necessary, you can also create a separate table (additionally) that will contain additional data about the supplier, and then embed this new form on the Account form. Then the Account record itself will be something like a "header" with basic contact details.

[AllanDeCastro]

Hello,

For many businesses, starting with a single table with a choice column is a practical and efficient approach. It balances ease of setup and maintenance with the flexibility needed to handle both customers and suppliers.
But let me give some key elements to help you decide:

Separating Customers and Suppliers in Dynamics 365 (D365) can be managed effectively either by using separate tables (entities) or by using a single table with a differentiation mechanism like a choice column. The best approach depends on your specific requirements and workload capacity. Here's a detailed comparison of both methods:

Using Separate Tables

Advantages:

1. Clear Separation: Customers and Suppliers are distinctly managed, reducing confusion.
2. Custom Fields and Relationships: Each table can have specific fields and relationships tailored to the entity type.
3. Security: Easier to apply different security roles and permissions to each entity.
4. Scalability: As the business grows, specific processes and customizations can be more easily applied to each entity.

Disadvantages:

1. Increased Complexity: Managing two separate entities can increase the complexity of data management.
2. Data Duplication: Common fields (e.g., address, contact details) need to be duplicated in both entities.
3. Development and Maintenance Effort: Customizing, maintaining, and reporting on two entities can require more effort and time.

Using a Choice Column in a Single Table

Advantages:

1. Simplified Data Management: All data is in a single table, simplifying data entry, queries, and reporting.
2. Reduced Duplication: Common fields are only stored once.
3. Ease of Maintenance: Customizations, workflows, and business rules only need to be configured once.
4. Lower Development Effort: Initial setup and future modifications are generally simpler and quicker.

Disadvantages:

1. Potential for Confusion: Without clear separation, users might accidentally mix up customers and suppliers.
2. Limited Custom Fields: Custom fields that are only relevant to either Customers or Suppliers need to be handled carefully.
3. Security Complexity: More complex security roles and permissions setup to ensure proper access control.
4. Scalability Issues: As the business grows, the table might become cumbersome if the requirements for customers and suppliers diverge significantly.

Hope it helps 🙂