If you create new items, customers, or vendors manually in Business Central, a copy template strategy saves you time and reduces errors. Instead of filling in posting groups, specifications, and standard setup from scratch every time, you copy an existing template record that already holds the right defaults.
You build a template by creating a record, filling in the fields that stay the same across similar items, and leaving the fields that vary blank. When you create a new item, you copy the relevant template and the standard setup follows automatically.
You can create separate templates for different product types, and even for foreign versus domestic customers and vendors. Prefix the template name with an underscore so it sorts to the top of the list and is easy to find.
This approach works well if you do not run a global master data synchronization system. It gives you a practical way to keep new records consistent.
Why a copy template strategy helps with master data
When you create new items, customers, or vendors by hand, you repeat the same setup over and over. Posting groups, specifications, and other standard settings have to be filled in correctly each time. A copy template strategy removes that repetition. You set up the defaults once on a template record, then copy from it whenever you need a new record of that type.
This is worth considering for items, customers, and vendors. If you use serial numbers and lot numbers, it can be relevant there as well.
How to build item templates in Business Central
The idea is to create one template per type of item you handle. In a practical example, you might create three:
- A T-shirt template for clothing
- An electronics template for CDs, computers, and similar products
- A bike template
Add an underscore at the beginning of the item number on each template. This keeps the templates at the top of the item list, so they are quick to locate when you create a new item.
Deciding which fields to fill in on a template
The key is to fill in the fields that are the same across all items of that type and leave blank the fields that differ per item.
On the T-shirt template, you add the specifications you would normally use for T-shirts. You leave the value fields empty, because those values differ from item to item.
On the bike template, you add the specifications you would normally fill in for a bike. If all your bikes are aluminium, the build dimensions are in inches, and they belong to a standard group, you add those values too, because they are consistent across your bikes.
When you copy a template, all the posting groups and standard setup on the item follow along. That is what makes the template valuable: the parts that are easy to get wrong are already in place.
Using templates for customers, vendors, and different markets
The same principle applies to customers and vendors. You can have many different templates, including separate ones for foreign and domestic customers and vendors. Set up a template for each combination you work with and copy the right one when you create a new record.
If you do not run a global master data synchronization system, defining a set of templates to copy from is a clean and reliable way to keep your master data consistent.
Q&A
What is a copy template strategy in Business Central?
It is a method where you create template records for items, customers, or vendors with the standard setup already filled in. When you create a new record manually, you copy the relevant template so posting groups, specifications, and other standard settings follow along automatically.
Which fields should I fill in on a template and which should I leave blank?
Fill in the fields that are the same across all records of that type, such as posting groups and shared specifications. Leave blank the fields that differ per record, such as values that vary from one item to the next.
How do I keep templates easy to find in the item list?
Add an underscore at the beginning of the item number. This places the templates at the top of the item list so you can locate them quickly when creating new items.
Can I create separate templates for foreign and domestic customers and vendors?
Yes. You can create as many templates as you need, including separate templates for foreign and domestic customers and vendors, and copy the appropriate one when you create a new record.
When is a copy template strategy most useful?
It is most useful when you create records manually and do not run a global master data synchronization system. It gives you a consistent and reliable way to set up new items, customers, and vendors.