Master Data Information for Business Central gives you a structured way to add, store, and reuse extra data on items, customers, vendors, and other entities without writing code. You define information codes (similar to adding a new field to a table) and information values (the options under that code, like Red, Blue, Green under a Color code).
You can attach specification text and files to information codes and values, and link them to many entities across Business Central, including items, customers, vendors, lot numbers, and serial numbers.
You can let data flow automatically from entities to documents. This means item and customer specifications can be pulled into sales orders, purchase orders, and production orders, and carried onto posted documents.
You can use the solution as a product information management (PIM) tool, for simple quality control registrations, for enriching web shop data, for building hierarchies automatically, and for reporting, KPIs, and ABC segmentation.
The three-layer master data structure
The master data structure in Business Central is built on three levels.
At the top is the information code layer. Adding an information code works like adding a new field to a table, for instance to items or customers.
Beneath that is the information value layer. This works like a dropdown list tied to the information code. You can attach several information values to one information code. For example, the information code could be Color, with the information values Red, Blue, and Green.
The third level is the entities themselves. Information values, or the information code directly, can be attached to many different entities across Business Central. This includes items, customers, vendors, lot numbers, and serial numbers. You attach the information as specification text and files.
Extended text, HTML, and languages
On all three levels (information code, information value, and the specific entities) you can work with extended text. You can add extended text as plain text or as HTML text.
You can apply languages to all three layers, and add extended text for each language. This makes it possible to build a very structured way of holding information in Business Central.
You can also merge descriptions. This includes the standard description, long description, and report description, built by merging the specifications you have added to the different entities. You could, for example, set up the item description to be merged automatically based on its attributes.
Subtype validation: limiting codes to specific tables
The information code includes subtype validation with a top type and table. This lets you control where a code applies. For instance, you can say that a specific information code like Color only applies to the item table and not to the others.
Master data on documents: letting data flow automatically
The primary functionality is master data on documents. This is a way of making data flow from the entities to open documents.
Based on your extended text and languages, you can make data flow from:
- Customers and items to sales orders
- Vendors and items to purchase orders or production orders
- Sales orders to purchase and production orders
When you post the documents, you can make the data flow onto the posted documents as well.
Core functionality for working with master data
The solution gives you several tools for managing master data:
- Master data on documents for making data flow from entities to open documents.
- Master data import worksheet for importing master data.
- Information matrix for getting an overview of your master data.
- Marking and searching functionality for searching and filtering.
There is additional functionality for variant handling, season handling, and collection handling, so you can work in more detail if you are in those industries.
User stories you can solve with master data
This functionality covers many different user stories.
Adding fields to pages and documents. The most obvious use is adding fields directly to pages, which is used by the replicate functionality. It works like adding a new field on item, customer, and vendor. You can add fields without doing any code corrections.
Product information management. You can use master data to enrich all your items as product information, the same way you would work in a PIM system.
Quality control. You can use master data for simple quality control registrations.
Web shop data. It gives you a structured way of working with data for a web shop. You can define master data in a hierarchy and build the hierarchy automatically based on those master data structures.
Foundation for apps. You can build apps on top of it using source configuration, where the master data is the underlying layer.
Reporting and segmentation. You can use master data for all kinds of reporting and KPIs, and for segmenting customers, vendors, and items, including ABC analysis. It works as a segmenting tool as well.
Q&A
What is an information code in Business Central master data?
An information code is the top layer of the master data structure. Adding one works like adding a new field to a table, for instance to items or customers.
What is the difference between an information code and an information value?
An information code is the top-level field, like Color. An information value is one of the options under that code, like Red, Blue, or Green. You can attach several information values to one information code.
Which entities can I attach master data information to?
You can attach information as specification text and files to many entities across Business Central, including items, customers, vendors, lot numbers, and serial numbers.
Can I limit an information code to a specific table?
Yes. Using subtype validation with a top type and table, you can specify that a code such as Color only applies to the item table and not to others.
How does master data flow onto documents?
With master data on documents, data flows from entities to open documents. For example, from customers and items to sales orders, or from vendors and items to purchase and production orders. When you post the document, the data flows onto the posted document as well.
Do I need to write code to add fields with master data?
No. You can add fields to pages and documents without any code corrections, using the replicate functionality.
Can I use master data as a product information management (PIM) system?
Yes. You can use master data to enrich all your items as product information, the same way you would work in a PIM system.
Does master data support multiple languages?
Yes. You can apply languages to all three layers (information code, information value, and entities) and add extended text for each language.