A run through the fields in the Information Code list

The information code list is where you set up and control how master data information works in Business Central. Each row in the list defines an information code, and the columns next to it determine how that code behaves: which data type it accepts, where it can be used, how it sorts, and whether it can hold multiple values.

You use the subtype field to define whether an information code is a specification, a text, or a file. This controls the filtering when you enter information from different pages.

You use the validation type to force a field value into a specific data type, such as decimal, integer, date, date formula, datetime, or boolean. Business Central then validates the input and rejects values that do not match.

You use the “allow multiple information value” check mark to let an information code carry more than one value. Without it, the code accepts only a single value.

You use the table field to restrict an information code to a specific table, such as the item table, the customer table, or serial number information. If you leave the table blank, the code works on all tables.

You use the “delete is not allowed” check mark to protect an information code from being deleted, and you control access with a permission set on the information code list.

Building descriptions from master data

Before looking at the individual fields, it helps to see what they produce. On the item list you have a long description that is built from the different pieces of master data. For example, the long description can show that an item is a seven-gear wheel with a specific diameter and so on. Some of the text appears in Danish in this setup because the language was set to Danish.

You build these descriptions in the information code list. The columns “create description including long description”, “long description”, “long description order” and up to “report description order” all control how the description is assembled. They define how you mix the different master data pieces into one description. There are separate videos that walk through the long description and description setup in detail.

Information code, description and subtype

The first fields on the information code list are the information code and its description. This works like adding a new field with the caption you want.

The subtype field determines whether the information code is a specification, a text, or a file. The subtype controls the filtering that happens when you enter the information from the different pages in the system.

Rolled up hierarchy and the sales configurator

The “rolled up hierarchy” field belongs to the sales configurator, which is an app that sits on top of the master data information. As long as you only use the master data information, this field does nothing and you can simply hide it.

When you use the configurator, the field determines whether master data should roll up to the top level. For example, you can decide that the master data for gear should be rolled up onto the top level items so that this information is included there.

Sorting level for grouping information codes

The sorting level field is set up with a default value of 99, and you can change it. If you want an information code to show up higher in the list, you lower the number. For example, by setting one code to 5 it appears before the others, which are then listed in alphabetical order among codes that share the same sorting level. Codes with higher numbers, such as 100 or 105, appear further down.

This lets you bundle your information codes in a logical order rather than relying on alphabetical sorting alone. For instance, you can bundle everything that has to do with bikes together, everything that has to do with clothes together, and so on.

Allowing multiple information values

The “allow multiple information value” check mark determines whether you can set up more than one information value for a specific information code. Some codes have this check mark set, for example product icon, product type and product area.

When the check mark is not set, the code accepts only one value. If a bike type is set to City Bike, you cannot add another bike type, because that code allows only one value. The same applies to gear and similar fields.

When the check mark is set, the code can carry more than one value, as long as they have different information values. The product icon and user manual are set up this way. This lets you build a structure where, for example, product icon holds several icon files or pictures that you want to send to your web shop to explain things about the bike, each one selected from a dropdown list of information values.

Validation type for controlling data entry

The validation type field defines whether a field value should be validated to a specific type. The available types behave as follows:

• Decimal: you can only enter a normal number, including decimals.
• Integer: you can only enter a whole number without decimals.
• Date formula: you state a value such as 7D for seven days or 2M for two months, using the standard Business Central date formula.
• Boolean: because it is a text field, it interprets the entry as yes or no, so the value must be yes or no.
• Date: you must enter something the system understands as a date.
• Datetime: the value must be written as a datetime.

For example, a “last date tested” code is set to be a date field, and a “wheel diameter” code is set to be a decimal field. If you enter something on the bike that is not a valid date in the date field, you get an error telling you it needs to be a date. As in standard Business Central, you can enter “t” for today and the system interprets it as today and converts it to a date, or you can simply type the date.

Logical dependencies

The “logical dependencies exist” field simply states that logical dependencies have been set up for the item. It indicates that the setup is in place. There is a separate logical dependency list where you set up configurable rules, for example that a certain bike type must use a specific gear that differs from another option. A separate video explains how to set this up. On the information code list, the field only displays whether logical dependencies exist.

Pop-up messages

The pop-up messages column shows whether you have defined pop-up messages for an information code, set up per sales or purchase. The idea is that when an item has a notification, a pop-up message appears on the sales line when you enter the item number. The setup happens both on the information code list and in the master data information. A separate video explains how to configure it.

Table and table name for restricting usage

The table column, together with the table name that displays automatically when you enter the table number, defines which table an information code is allowed on. For example, a material information code can be allowed only on the item table, a loyalty program only on customers, and a last service date only on serial number information.

If you leave the table blank, the code can be used on all tables. For instance, a notification code with a blank table can be used on customers, vendors, items and everything else, whereas a material code restricted to the item table is available only on items.

This restriction drives the filtering when you open the information code list from a specific place. When you open it from items, you see everything stated with table 27 (the item table) or blank. When you open the master data information specification from the item list, the filter requires the subtype to be specification and the table to be either blank or 27.

Delete is not allowed

The last column is the “delete is not allowed” check mark. One of the strengths of master data information is that it is easy to clean up. You can delete what you made, which was very complicated in the old days when adding code to the system meant fields and information were hard to remove afterwards.

If a particular information code is critical and should never be removed, you set this check mark so nobody can delete it. To keep this fully under control, make sure the information code list has a permission set so you can manage who can change these settings.

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