When you synchronize master data between companies in Business Central, you don’t always want to push every record across. Sometimes you only need the records that are actually in use. With field templates and record data, you can limit synchronization so that, for example, only the payment terms actually used on your vendors get synchronized, instead of every payment term defined in the system.
You set this up by creating a data template of the type Field Template, linking it to the relevant table reference on your master data template, and then releasing it. The system runs through all the records, for instance all vendors, and identifies which values are in use. Only those values are then synchronized.
This keeps your synchronized data clean and relevant. If you have many payment terms defined but only three are used across your vendors, only those three will be carried over.
Synchronizing only the master data that is actually in use
In a master company setup, you sometimes only want to synchronize data that has actually been used in the database. A common example is payment terms. You may have many payment terms defined in the system, but only want to synchronize the ones that are actually assigned to a vendor.
To handle this, you create a field template. A field template means that the records in a given table are only synchronized when they have been used somewhere relevant, such as on a vendor.
Creating the field template
Start by creating a new data template and type in a code that you define yourself. Set the type of the data template to Field Template and add a sequence number.
From the table, you only insert the few fields you need rather than all of them. Once you have added the fields, set the template to Released.
Linking the field template to the vendor template
Next, go back and find the vendor template. Set the vendor template to Under Development so you can make changes to it.
Find the field for payment terms on the template. You will see there is a reference to the payment terms table. In the field for Field Data Template Code, insert the template you created for payment terms.
When you are done, set the template to Released.
How the system identifies the records in use
Once released, the system runs through all vendors to see which payment terms have actually been used on the vendors.
If you go back to the payment terms and look at the record data, it only includes the parameters that have been used on the vendors. In a typical example, you might see only three payment terms listed in the record data, even though the system contains several more.
The result is that only the payment terms actually used on your vendors get synchronized, while the unused ones are left out.
Q&A
What is a field template used for in master data synchronization?
A field template limits synchronization so that records in a given table are only synchronized when they have actually been used, for example a payment term that is assigned to a vendor. This prevents unused records from being carried across companies.
How do you create a field template in Business Central?
Create a new data template, type in your own code, set the type to Field Template, and add a sequence number. Insert only the fields you need from the table, then set the template to Released.
How do you link a field template to a vendor template?
Set the vendor template to Under Development, find the field for payment terms, and in the Field Data Template Code field insert the field template you created. Then set the template to Released.
How does the system decide which records to synchronize?
After you release the template, the system runs through all vendors and identifies which values, such as payment terms, have actually been used. Only those values appear in the record data and get synchronized.