Apps and PTEs in Business Central
Apps and PTEs extend the functionality in Business Central without modifying Microsoft’s standard code. As ERP manager you must choose between standard, Marketplace apps, and custom-built PTEs, keep them updated, and clean up the ones you no longer use.
How extensions work technically
It isn’t that many years ago that customizations in an ERP system meant a developer wrote directly into the source code delivered by Microsoft. That worked, but you also smashed the source code in the process. When Microsoft then released a new version, all the overwritten code had to be reviewed and adapted, and that is why upgrades were so extensive.
Today it works differently. When you install an extension, either an app from Microsoft Marketplace or a custom PTE, it doesn’t write into the source code. It listens for specific events inside the standard code and reacts to them. It works like a hook that latches onto a point in the code. When Business Central reaches that point, the extension steps in and adds its functionality. The standard code itself remains untouched.
That is the architecture that makes it possible to update Business Central continuously without breaking your customizations. The standard code can be replaced, and as long as your extensions can still latch onto the right places, it all keeps working.
Two types of extensions: app and PTE
You have two options for extending Business Central:
| Type | What it is | Who owns the technical debt |
|---|---|---|
| App | Ready-made extension from Microsoft Marketplace (formerly AppSource). Developed by a Microsoft partner. | The app vendor |
| PTE (Per Tenant Extension) | Custom-built extension for your company | You |
Apps are approved by Microsoft and meet Microsoft’s documentation requirements. PTEs are customer-specific and developed by your ERP partner.
Your strategy for functional needs: three steps in sequence
When you face a functional need that Business Central doesn’t immediately cover, follow this sequence:
- Investigate whether standard Business Central can solve the need
- Find an app on Microsoft Marketplace
- Consider a PTE as the last option
Step 1: Standard functionality first
It isn’t unusual that a feature already exists in Business Central but has never been put to use. Maybe it just requires configuration and user training. Investigate that first, before you extend.
Step 2: Apps on Microsoft Marketplace
If the standard solution doesn’t reach far enough, look for an app on Microsoft Marketplace. There are many thousands of apps available, and there is a good chance that someone has already solved your problem.
Step 3: PTE as the last option
Only if neither the standard solution nor an existing app covers the need should you consider a PTE. A PTE gives you exactly the functionality you need, but you own the technical debt yourself.
Why you should choose apps over customization
You should choose apps over custom-built customizations where possible, so you don’t have to carry technical debt at every future update.
What Microsoft guarantees for Marketplace apps
When Microsoft publishes a partner’s app on Microsoft Marketplace, Microsoft has verified that the app works with Business Central. They guarantee that the app can run without setting Business Central on fire. The app vendor carries the technical debt of ensuring the app also works in future updates.
What Microsoft doesn’t guarantee
Microsoft takes no responsibility for whether the app is wisely developed or whether it is clever to use. It is your responsibility as ERP manager to choose the right apps.
How to choose the right app
Stars and reviews on Microsoft Marketplace are a starting point. It is a better idea to ask your ERP partner which apps they have good experience with.
Your partner can typically advise on the best-known and most widely used apps within a functional area, for example expense management solutions or integration with a shipping agent.
The more specifically you can define your requirements and wishes, the better advice you can get on comparing possible apps on functionality, acquisition cost, and operating cost.
If your partner prefers to develop rather than recommend
Some companies find that their ERP partner prefers to develop rather than recommend apps. That may be because the partner’s business is still focused on development and consulting hours. In that situation it is a good idea to research Microsoft Marketplace yourself.
How to evaluate an app on your own
Find a selection of apps on Microsoft Marketplace that look promising for your need. Check:
- whether they are compatible with your country version
- whether the app vendor’s website signals professionalism (demo videos, release notes, documentation)
- whether the vendor has a policy for compatibility with upcoming Business Central versions
- how many customers the app has, and whether the references are relevant
Why your ERP partner doesn’t know every app
It isn’t certain that your ERP partner has an overview of what apps are available. There are many thousands of apps on Microsoft Marketplace, and it is hard to keep up. You can’t expect your partner to know every option, and it probably requires that you pay your partner to research.
If you are up for it, take the lead yourself. Maybe you need to add fees on sales orders. Business Central isn’t great at that as standard, but someone has perhaps made an app for it. Maybe you need accrual for bonuses, and there is also an app for that. If you find an app that looks promising, challenge your ERP partner on whether you should look closer at it together.
How apps are updated relative to Business Central
The app vendors are responsible for ensuring that their apps meet Microsoft’s requirements and are updated to the latest version of Business Central. For PTEs you have that responsibility yourself.
Microsoft has consolidated the administration of both PTEs and Marketplace apps in the admin center. There you can see all installed extensions and manage updates.
Settings for app updates
| Setting | When apps are updated |
|---|---|
| Default | Only at major updates (April and October) |
| With minor and major updates | At every monthly update |
No matter what you choose, Microsoft can force an app update through at a minor update if the installed version of the app would otherwise break. The setting gives you control but not veto rights.
Testing multiple apps in combination
If you use apps from several different vendors, it isn’t enough that each works flawlessly on the new version. They also need to work flawlessly with each other.
You can possibly outsource the responsibility and the testing task to your ERP partner, but you have the overall responsibility for ensuring the task is performed. You can’t count on your ERP partner to proactively test the combined solution before an update if you haven’t agreed on the task with them.
You also need to consider whether the partner knows your company’s processes in enough detail to perform a test that gives you confidence. If the test becomes too high-level and generic, it creates false security.
How to uninstall an app
If you choose to uninstall an app, Business Central by default keeps all the app’s data in the database. That means you can change your mind and reinstall the app without losing anything.
Delete data permanently with “Delete Extension Data”
If you are sure you will never use the app again, you can turn on “Delete Extension Data” during uninstall. Business Central then deletes the tables permanently. That decision cannot be reversed.
Uninstalled apps still affect performance
Be aware that uninstalled apps where you haven’t deleted the data still take up space and can potentially affect performance. The data model still loads data from uninstalled extensions.