This is what happens in the video
When you enter an item number on a sales line in Business Central, the system automatically fills out a range of fields. Most of these values come from the sales header, the customer card, or the item card, and you can change them on the individual line when the situation calls for it. This article walks through the most important fields on the sales line and explains when and why you would update each one.
The Cross-Reference Number lets you work with the customer’s own item numbers. If you type the customer’s item number, Business Central fills in your item number automatically, and the reverse works too if a cross-reference is set up.
The Location Code defaults from the header but can be changed per line when part of an order must be shipped from another location. The Unit of Measure Code lets you switch between units, such as pieces and boxes, if the item is sold in more than one.
Discount and prepayment percentages can flow from the customer card or be set directly on the line. Quantity to Ship and Quantity to Invoice control partial deliveries and partial invoicing before posting. The various delivery date fields cover what you plan, what you promise, and what the customer requests.
Where the values on a sales line come from
Some of the columns shown here have been added manually. If you cannot see them in Business Central, add them using the Personalize feature. There is a separate video showing how to do that.
Most fields are prefilled from one of three places: the sales header, the customer card, or the item card. The point of going through them is to understand which default applies and when it makes sense to override it on the individual line.
Cross-Reference Number for customer item numbers
The Cross-Reference Number connects your item to the number the customer uses for the same product. If a cross-reference number is set up for the item, it fills in automatically when you enter the item. You can also type the customer’s item number into this field, and Business Central will fill in your matching item number for you.
Location Code and Unit of Measure Code
The Location Code comes automatically from the location on the header. You can change it on a line if parts of the order have to be shipped from a different location.
The Unit of Measure Code lets you switch between units. If an item is sold both in pieces and in boxes, you change the unit here. The unit costs are entered in local currency.
Discount and prepayment percentages
In Discount Line Percentage you state whether the line should carry a discount. If a discount is set up on the customer, it transfers automatically to the line.
The Prepayment Percentage works the same way. It can come from the customer card, or you can state directly on the line that a prepayment percentage should apply to this sales order line.
Quantity to Ship and Quantity to Invoice for partial deliveries
Quantity to Ship controls how many of the items are shipped when you post the shipment. If you deliver an order in several shipments, lower the number here before the order is posted for shipment.
Quantity to Invoice works the same way. You can invoice all of the items or only part of them.
Delivery date fields on the sales line
Several date fields describe the delivery, each with a different meaning:
- Planned Delivery Date is when you have planned to deliver the items.
- Promised Delivery Date is the date you have promised the customer the item will arrive.
- Requested Delivery Date is the date the customer has asked for.
- Outbound Handling Time is how long it takes you to handle the item in the warehouse.
- Planned Shipment Date is when you plan to ship the order.
- Shipment Date is when you actually ship the item.
Dimensions and blanket order references
Department Code and Project Code are global dimensions that come from the item, but you can change them on the line.
If the order was transferred from a blanket order, the blanket order number and blanket order line number would have been filled out automatically.
Q&A
What does the Cross-Reference Number field do on a sales line?
It links your item to the number the customer uses for the same product. If you type the customer’s item number, Business Central fills in your matching item number, and a cross-reference set up for the item fills in automatically.
How do I make a partial shipment on a sales order?
Lower the number in the Quantity to Ship field on the line before you post the shipment. Business Central then ships only that quantity, leaving the rest for later shipments.
What is the difference between Planned, Promised, and Requested Delivery Date?
Planned Delivery Date is when you plan to deliver. Promised Delivery Date is the date you have committed to the customer. Requested Delivery Date is the date the customer has asked for.
Where do the discount and prepayment percentages on a sales line come from?
Both can transfer automatically from the customer card. You can also set them directly on the individual sales order line when needed.
Why can’t I see some of the sales line columns in Business Central?
Those columns have been added manually. If they are not visible, add them yourself using the Personalize feature.