If you work with master data on documents in Business Central, two fields in the Master Data Information Setup control what happens to that data when you change an item number on a sales line. The first field, Auto Delete Replace Master Data, decides whether existing master data is deleted automatically or whether the system asks you first. The second field, Auto Copy Item Tracking Lines to Document Lines, controls whether master data from the lot number information table or serial number information table is transferred to the item tracking lines on a document.
If you set Auto Delete Replace Master Data to a blank value, the system asks you before deleting and replacing master data when you change an item number. If you check the field, it replaces the master data without asking.
You can override the behaviour per user in the Master Data User Setup. Set it to Never Delete, Always Delete, or leave it blank to use the general setup.
Keep existing master data when you take down customer-specific information and are not yet sure of the final item number. That way you do not lose the information if the item number changes later.
The two fields in the Master Data Information Setup
In the Master Data Information Setup you find two fields that relate to how master data is handled on open documents.
- Auto Delete Replace Master Data is a Boolean field. It determines whether master data is deleted automatically when you change an item number on a sales line, or whether the system asks the user first.
- Auto Copy Item Tracking Lines to Document Lines can be set to Yes or to No Prompt. It controls whether master data from the lot number information table or the serial number information table is transferred to the item tracking lines on the sales document.
Both fields relate to the way master data is created on documents.
How the auto delete behaviour works in practice
Take a sales order as an example. If the Auto Delete Replace Master Data field is not checked, and you have an item line with master data inserted automatically, you will see all the different master data come through from the setup.
When you change the item number on that line, the system asks by default whether the previous master data should be deleted and replaced.
- If you select No, it keeps the old master data.
- If you select Yes, it deletes the existing master data and replaces it with the master data for the new item number.
In the example, two items had more or less the same data. After confirming the change, the line updated to show 25 inches and the previous value was removed.
Replacing master data automatically without a prompt
If you check the Auto Delete Replace Master Data field, the system no longer asks. It simply deletes the existing master data and replaces it with the master data for the new item number whenever you change the item number on a line.
In the example with the field checked, changing the item number replaced the master data immediately. The line went straight to 25 inches with no prompt, and looking into the master data information confirmed that the previous data had been deleted and replaced.
Controlling the behaviour per user in the Master Data User Setup
You can define this behaviour more specifically in the Master Data User Setup. Here you decide per user what should happen when an item number changes:
- Never Delete keeps the master data for that user.
- Always Delete deletes and replaces without asking for that user.
- Blank falls back to the general setup.
For example, if you set Always Delete for your own user, the system replaces the master data without asking you, regardless of the general setup.
When to keep existing master data
If you work with information coming from a customer and you are not yet sure of the item number, you may be taking down information for that specific customer as master data. In that situation you want to keep the information even if you change the item number later. The settings above let you set this up so the data is not lost.
Q&A
What does the Auto Delete Replace Master Data field do?
It controls what happens to existing master data when you change an item number on a sales line. If the field is checked, the master data is deleted and replaced automatically. If it is left blank, the system asks you whether to delete and replace the previous master data.
What does the Auto Copy Item Tracking Lines to Document Lines field do?
It controls whether master data from the lot number information table or the serial number information table is transferred to the item tracking lines on the sales document. You can set it to Yes or to No Prompt.
Can I set the master data delete behaviour differently for individual users?
Yes. In the Master Data User Setup you can define the behaviour per user as Never Delete, Always Delete, or leave it blank to follow the general setup.
Why would I keep master data when changing an item number?
If you record customer-specific information as master data and are not yet certain of the final item number, keeping the master data means you do not lose that information when the item number changes later.