Master data information in Business Central lets you attach extra attributes to records like customers, vendors and items. But when you need to assign multiple values to the same record, such as several customer chains that can buy a specific item, working through one record at a time gets tedious. The information matrix solves this by giving you a grid view where you can see and update many records at once.
To allow more than one information value on the same record, you set the “Allow Multiple Information Values” check mark on the information code in the information code list. Without this check mark, you can only store one value per record.
You build a matrix template with one column per information value, each filtered on a specific value such as Discount Bikes or Future Bikes. The matrix then shows your items down the rows and your chains across the columns, so you can mass update which items can be sold to which customer chains.
A practical trick is to enter a simple “X” in the value field instead of typing real text. This keeps the data clean and lets the matrix create the right lines automatically when you mark a cell.
The scenario: pairing items with customer chains
Consider a customer list with several customers. Bike Master is in Chicago, and on its master data specification the chain relation is Bike Master. Future Bikes is in Düsseldorf, and its chain relation is Future Bikes.
The goal is to record which items can be sold to which customers. On each item, you want to add which chains the item can be sold for. For example, the City Bike could be sold for Discount Bikes, Kmart and Bike Master, but not for Future Bikes. To do this on a single item, you add three chain relation values on the item’s specification.
Setting up multiple information values
Before you can add several information codes with different information values to the same record, you need to configure it. In the information code setup, find the information code list. In this example the chain relation code needs a check mark in the column “Allow Multiple Information Values.”
That check mark is what makes it possible to add more than one information code for the same item, customer or vendor. Without it, the record is limited to a single value.
Using the value field as a marker
When you assign values, you can cheat a little by using the value field. Instead of typing meaningful text, you just enter an “X”. This works because the information matrix can then read and write that field cleanly.
If you type something arbitrary like “whatever” instead, it still works, but the result looks messy. You end up with chain relations where one value reads “whatever,” which is not what you want on your master data. Keeping a consistent marker such as “X” or “1” gives you a tidy overview.
Building the information matrix template
From the item list you open the information matrix and define a template with columns based on the same information code, each filtered on a different information value.
The template works like this:
- The first column points at master data information and looks at the value field, not the information value field.
- It uses the table field chain relation, which draws on master data information.
- It applies a filter on the information value Discount Bikes.
- The next column does the same but filters on the information value Future Bikes, and so on for Kmart and Bike Master.
Because the table field is chain relation using master data information, the dropdown list in each column shows the available information values. This gives you one column per chain.
How the matrix reflects existing data
If you look at item 10 10, which has no values entered, the matrix shows no marks for that row. Going into the item’s specification confirms there are no chain relations defined.
When you open the information matrix again and mark item 10 10 for Future Bikes by entering an X, the system updates the record. It creates a line with information code chain relation, information value Future Bikes and value X. Back on the item’s master data specification, the chain relation now appears.
Mass updating many items at once
The real value of the matrix is the overview and mass update. You get all your chains across the columns, all your items down the rows, and you can update them together.
If all your bikes are sold for the Discount Bikes chain relation, you can select the lines, place a check mark and an X in the first column, and confirm. This mass updates every selected item for that chain relation in one step. Now all those items can be sold to all your Discount Bikes customers.
This is a simple way to get an overview of which items go to which chains and to do mass updates on the information value, all from the information matrix.
Q&A
How do I allow multiple information values on the same record in Business Central?
Open the information code list in the information code setup and set the “Allow Multiple Information Values” check mark on the information code you want, for example chain relation. This lets you add more than one information code value to the same item, customer or vendor.
What is the information matrix used for?
The information matrix gives you a grid view where your records appear as rows and your information values appear as columns. You can see all values at a glance and mass update many records at once instead of editing one record at a time.
Why should I use an X in the value field instead of typing text?
Using a simple marker like X keeps your master data clean and consistent. If you type arbitrary text, it shows up directly on the record, which looks messy. The matrix still creates the correct lines either way, so a uniform marker is the tidier choice.
How do I set up the matrix template for chain relations?
Create one column per information value. Each column points at master data information, looks at the value field, uses the table field chain relation, and applies a filter on a specific information value such as Discount Bikes or Future Bikes. The dropdown list then shows the available chains.
How do I assign one item to several customer chains?
In the item’s master data specification, add a separate chain relation line for each chain the item can be sold to. For example, add Discount Bikes, Kmart and Bike Master if the item should not be sold to Future Bikes.