Master data information in Business Central lets you add extra fields, dropdown values, and attachments to records like items, customers, vendors, batch numbers, and jobs without modifying the underlying data structure. You set this up through a three-level structure of information codes, information values, and specifications.
You add an information code to create a new field, an information value to create a dropdown list of allowed data, and specifications to attach text or files. The specifications, text, and files all live in the same information setup table. They are only separated by filtering, which keeps the overview clean.
You can reuse the same master data information setup everywhere in Business Central. The same structure works on the item card, the customer card, vendors, and any other record that supports master data information. Each information code is defined as either a specification, a text, or a file, and that definition controls where it appears.
Three levels of master data information in Business Central
The master data information structure has three levels. On the top level you add an information code, which works like adding a new field to your record.
Next you add an information value, which works like adding a dropdown list of data. This gives you a controlled set of values to choose from.
On the third level you can add specifications, text, or files. These are technically the same thing in the system, and the distinction exists for filtering purposes. You can attach all of this to specific customers, vendors, items, batch numbers, jobs, and other records across Business Central.
Adding master data information to an item card
On an item card you can open the master data information for that specific item. For an example item like a Citi bike, you select the item and then choose specification, text, or files.
When you enter the specification view, you are working in the information setup table. Say you want to add a new information code for the product area. You add it and then select the value from the dropdown list, for example “bikes”. This setting is now specific to that item number, and the list is filtered to show only specifications.
When you switch to the files view, you are still in the same information setup table, but now it is filtered to show only files. This makes the overview easier to read. You could use it for product icons, user manuals, and similar documents. Selecting files also displays an attachment column, so you can see all the files attached to each property.
The text view works the same way, filtered to show only text entries.
Using master data information across records
Master data information is not limited to items. The same setup applies to customers, vendors, and everywhere else you use master data information.
On a customer card you can open the master data information directly from the card or from the menu, and view specification, text, and files just like on an item. If you view the text on a customer, it is the same information setup table with exactly the same structure, filtered around the text type.
So on every record where master data information is available, you can switch between specifications, text, and files. Which one shows up by default comes from the information code itself, because each code is defined as one of those three types.
Q&A
What is master data information in Business Central?
Master data information lets you add extra fields, dropdown values, text, and file attachments to records such as items, customers, vendors, batch numbers, and jobs. It uses a three-level structure of information codes, information values, and specifications.
What is the difference between specifications, text, and files?
They are technically the same thing stored in the same information setup table. The difference is only a filter applied for overview and structuring purposes, so each information code is defined as a specification, a text, or a file.
Which records can I attach master data information to?
You can attach master data information to customers, vendors, items, batch numbers, jobs, and other records across Business Central, including directly from the item card or customer card.
How do I add a new field with master data information?
You add an information code, which works like adding a new field. You can then add an information value to create a dropdown list of allowed values for that code.