Master data information in Microsoft Dynamics 365 Business Central lets you add structured specifications to items, customers, vendors, batch numbers, and bills of materials. You define specifications using information codes and information values, and you can let the system generate item descriptions automatically based on the values you select.
You add a specification by selecting an information code, such as gear, color, or material, and then choosing a value from a predefined list. For values that vary per item, like wheel diameter, you enter the specific value directly in the value column and choose a unit such as inches or millimeters.
When you build a description from specifications, it updates automatically. If you change a value, the generated description changes with it, so the item text always matches the actual specification.
What master data specifications are in Business Central
Master data information can be added to a wide range of records in Business Central. You can attach specifications to items, customers, vendors, and even batch numbers and bills of materials.
Specifications work like attributes or parameters. They are the structured details you want to record about a record. On an item like a bike, that might be the number of gears, the color, the material, or the wheel diameter.
How to add specifications to an item
Take a Street Touring Bike as an example. To describe it properly, you add specifications to the item.
You start by selecting an information code from a list. For a bike, that could be a gear, a color, or a material. After you pick the information code, you choose from a list of information values that holds the available options for that code.
Each option comes with a description, and that description is transferred to the specific item. In this case, the bike is set up as a sixteen gear bike, so the gear specification carries that value across to the item.
Using fixed lists versus item-specific values
Some specifications come from a predefined drop-down list, where you simply pick one of the available options. Others need a value that is specific to the individual item, and for those you type the value directly in the value column.
Wheel diameter is a good example. You might use the drop-down to choose the unit, such as inches or millimeters, and then enter the actual measurement in the value column. This combination gives you a controlled unit alongside a free value for the specific item.
Generating item descriptions automatically
Specifications can do more than store data. You can use them to build an item description that is generated automatically, for example “wheel diameter twenty-nine inch”.
Because the description is generated from the specification, it stays in sync with the data. If you change the diameter, the description for that specification updates on its own. You do not have to maintain the text separately, and the description always reflects the current values.
Q&A
What records can you add master data specifications to in Business Central?
You can add specifications to items, customers, vendors, batch numbers, and bills of materials.
What is the difference between an information code and an information value?
The information code is the attribute you want to record, such as gear, color, or material. The information value is the specific option you select for that code from a predefined list.
How do you handle a specification that is unique to a single item?
For item-specific data, like wheel diameter, you enter the value directly in the value column instead of picking from a drop-down list. You can still use the drop-down to choose the unit, such as inches or millimeters.
Can item descriptions update automatically when a specification changes?
Yes. When a description is generated from specifications, it updates automatically. If you change a value such as the wheel diameter, the generated description changes with it.