How to add standard texts in Business Central?
We can extend the information on an item by adding standard texts. See more videos here.
This is what happens in the video
In Microsoft Dynamics 365 Business Central, you can extend the information on an item by adding extended text. This lets you attach standard text blocks that follow the item onto sales, purchase, and service documents.
You add extended text from the item card under Navigate, then Item, then Extended Texts. You can create multiple texts, each with its own description, language code, and optional starting and ending dates.
If you leave the language code blank, the text applies to all languages that are not otherwise defined. If you create a text with a specific language code, such as Danish, that translation is used when the customer’s language code matches.
You control which documents the text appears on by enabling or disabling it for sales, purchases, and service. By default the extended text applies to all documents.
You can turn on Automatic Extended Text to have the text added automatically when you enter the item number on a document. If you leave this off, you add the text manually instead.
Adding extended text to an item
You can extend the information on an item by adding standard text. To do this, go to the item card, open Navigate, then Item, then Extended Texts. From here you can see the extended text that has already been added to the item.
To add more, press New on the extended text. You then give the text a description and enter the actual standard text you want to add. You can add as many lines as you need.
Setting language codes for extended text
If you do not define a language code, the extended text applies to all languages that are not otherwise defined. You can also create a version of the same extended text in a specific language, for example Danish.
When a customer’s language code is Danish, the Danish translation of the text is added to the document instead of the default text. This means the right language follows the item automatically based on the customer.
Adding optional start and end dates
You can enter a starting date and an ending date for an extended text. This lets you control the period during which the text is valid and should be applied to documents.
Choosing which documents the extended text applies to
You define which documents the extended text can be added to. This is divided into sales, purchases, and service.
By default, the extended text is added to all documents. In practice you often want to limit it. For example, you can remove it from purchase documents when the text is only relevant when you are selling the item, so it appears only on sales documents.
Automatic versus manual extended text
If you choose Show More on the extended text, you will find a field called Automatic Extended Text. When you activate this, the extended text is automatically added to your document as soon as you enter the item number.
You do not always want this. If the extended text is only relevant for some customers, leave Automatic Extended Text off and add the text manually instead. Either way, the extended text is stored on the item and ready to use.
Q&A
Where do you add extended text to an item in Business Central?
You add it from the item card under Navigate, then Item, then Extended Texts. Press New to create a new extended text.
What happens if you leave the language code blank on an extended text?
The text applies to all languages that are not otherwise defined. If you create a text with a specific language code, that version is used when a customer’s language code matches.
How do you control which documents the extended text appears on?
You enable or disable the text for sales, purchases, and service. By default it applies to all documents, but you can remove it from, for example, purchase documents if it is only relevant when selling the item.
What does the Automatic Extended Text field do?
When you activate it, the extended text is added automatically to a document as soon as you enter the item number. If you leave it off, you add the text manually, which is useful when the text is only relevant for some customers.
Can you set a validity period for extended text?
Yes. You can enter a starting date and an ending date so the text is only applied during a specific period.