Master Data on Document - User Stories

As a Sales Manager
I want to have item specifications (colour, material, dimensions) automatically appear on my Sales Order lines when I enter an item
So that sales staff don't need to manually type specifications and customers receive accurate product details

Setup:

1. Create Information Codes for the relevant attributes (e.g. "COLOUR", "MATERIAL", "DIMENSIONS") and assign Information Values/Values to your items.
2. Create a Template Content sub-template (e.g. code "SALES LINE") with Type = Line, Master Data Table = 27 (Item).
3. Add content lines for each Information Code with "Add Master Data Text" = Yes.
4. Create a Document Template (e.g. "SALES ORDER") and set Master Data Line = "SALES LINE".
5. In Master Data on Document Setup, create a row: Type = Sales, Document Type = Order, Master Data Doc Template = "SALES ORDER".
6. When a user enters an item on a Sales Order line, MDI automatically creates Master Data on Documents lines with the item's specifications.

Note: The standard setup creates templates for both Sales and Purchase. The DefaultSetup procedure can be run to pre-populate standard templates.

As a Sales Manager
I want to have customer-level information (delivery instructions, account manager, special terms) automatically appear on Sales Order headers
So that order processors see critical customer context without navigating to the Customer Card

Setup:

1. Create a Template Content sub-template (e.g. "SALES HEADER") with Type = Header, Master Data Table = 18 (Customer).
2. Add content lines for each relevant Information Code (e.g. "DELIVERY INSTRUCTIONS", "ACCOUNT MANAGER").
3. In your Document Template (e.g. "SALES ORDER"), set Master Data Header = "SALES HEADER".
4. When a Sales Order is created for a customer, the header-level MDI data is populated from the Customer's Information Entries.

As a Purchasing Agent
I want to have vendor-specific information automatically appear on Purchase Order headers
So that I see vendor compliance requirements, payment terms notes, or contact details directly on the PO

Setup:

1. Create a Template Content sub-template (e.g. "PURCHASE HEADER") with Type = Header, Master Data Table = 23 (Vendor).
2. Add content lines for each Information Code.
3. Create a Document Template (e.g. "PURCHASE ORDER") and set Master Data Header = "PURCHASE HEADER".
4. In Master Data on Document Setup: Type = Purchase, Document Type = Order, Master Data Doc Template = "PURCHASE ORDER".

As a Sales/Purchase Manager
I want to have standard footer information (terms, disclaimers, certifications) appear at the bottom of documents
So that critical legal or compliance text is automatically included without manual entry

Setup:

1. Create a Template Content sub-template (e.g. "SALES FOOTER") with Type = Footer, Master Data Table = 18 (Customer).
2. Add content lines for relevant Information Codes. Footer lines appear at the bottom of the document.
3. In your Document Template, set Master Data Footer = "SALES FOOTER".

Note: Footer-type templates pull data from the same source as Header (Customer/Vendor) but are positioned separately on the document.

As a Sales Manager
I want to have the item's composed Long Description automatically appear as text on the document line
So that customers see the full, formatted item description on orders, quotes, and invoices without manual typing

Setup:

1. In the Template Content sub-template for lines, ensure Master Data Table = 27 (Item).
2. On the sub-template, set "Add Long Description" = Yes.
3. When items are entered on document lines, the system reads the item's SCB Long Description field and inserts it as a Master Data on Documents line.

Note: Add Long Description only works when the sub-template's Master Data Table = 27 (Item). The Long Description itself is composed from Information Entries using the "Include in Long Description" flag on Information Codes.

As a Sales Manager
I want to have a formatted Report Description (a structured summary of key attributes) appear on document lines
So that printed documents show a clean, structured summary of the item's specifications

Setup:

1. On the Template Content sub-template for lines, set "Add Long Report Description" = Yes.
2. Ensure the relevant Information Codes have "Include in Report Description" configured.
3. The system builds a Report Description from the item's Information Entries and inserts it as a document line.

Note: Report Description is an alternative to Long Description, built from Information Codes with the "Include in Report Description" setting.

As an International Sales Manager
I want to have language-specific extended text appear on documents based on the customer's language
So that international customers receive documents with specifications in their own language

Setup:

1. Set up Extended Text entries for the relevant Information Codes in multiple languages.
2. In the Template Content lines, enable "Add Extended Text" = Yes.
3. The system uses a fallback chain to find the best language match: (1) Record-specific language text → (2) Record-specific default text → (3) Global language text → (4) Information Value default → (5) Information Language default → (6) Information Code default.
4. The customer's Language Code on the document drives the language selection.

Note: Extended Text and Master Data Text can both be enabled on the same content line — they complement each other.

As a Finance / Logistics Manager
I want to have Master Data on Documents automatically transfer from the open order to posted invoices and shipments when posting
So that posted documents retain all the specification data from the original order

Setup:

1. On the Template Content lines (or on the Document Template), set "Action when posting" to the appropriate value.
2. Options: "Transfer Invoice and Shipment or Receipt" (both), "Transfer Invoice only", "Transfer Shipment or Receipt only", "Transfer Credit Memo", or "Transfer Invoice and Credit Memo and Shipment or Receipt" (all).
3. When the document is posted, the system reads the Action when posting flag on each MDI on Documents line and copies matching lines to the posted document tables.

Note: Each MDI on Documents line can have its own Action when posting, so some data can go only to invoices while other data goes only to shipments.

As a Document Manager
I want to control which Master Data on Documents lines appear on printed open orders vs. printed posted documents
So that I can have internal notes that show on the working order but not on the customer invoice, and vice versa

Setup:

1. On each Template Content line (or Document Template), set the print control flags:
2. "Don't print on open documents" = Yes to hide from open order printouts.
3. "Don't print on posted documents" = Yes to hide from posted invoice/shipment printouts.
4. "Print on Inventory Document" = Yes to include on pick instructions.
5. These flags transfer to the individual MDI on Documents lines and are respected by report layouts.

As a Production Planner
I want to have item specifications from the Sales Order line automatically transfer to the Production Order when I create a production order from a sales order
So that production staff see the exact customer requirements without re-entering them

Setup:

1. On the Template Content lines (or Document Template), enable "Transfer to Prod. Order Line or Assembly Order" = Yes.
2. When a Production Order is created from a Sales Order line (via reservation/link), the system copies all MDI on Documents lines flagged for transfer.
3. The data is written to the Prod. Order Line's MDI on Documents entries (TABLE 5406).
4. When the Production Order changes status (e.g. Firm Planned → Released), the data moves with it.

Note: This also works for Assembly Orders. The system detects Assembly-to-Order links and transfers the data to the Assembly Header (TABLE 900).

As an Assembly Manager
I want to have specifications from the Sales Order automatically appear on the linked Assembly Order
So that assembly workers see the customization requirements for assemble-to-order items

Setup:

1. Enable "Transfer to Prod. Order Line or Assembly Order" = Yes on the relevant Template Content lines.
2. When an Assembly Order is created from a Sales Order (Assemble-to-Order link), MDI on Documents lines are copied to the Assembly Header.
3. The transfer happens automatically through the Assemble-to-Order Link detection.

As a Purchasing Agent
I want to have customer requirements from the Sales Order automatically transfer to the Purchase Order when creating Special Orders or Drop Shipments
So that the vendor receives the exact specifications the customer needs without manual re-entry

Setup:

1. On the Template Content lines, enable "Transfer to Purchase Line" = Yes.
2. When a Purchase Order is created from a Sales Order (via Special Order or Drop Shipment), the system copies flagged MDI on Documents lines from the Sales Line to the Purchase Header as Footer-type lines.
3. The vendor sees the transferred specifications on their Purchase Order.

Note: Transferred lines are inserted as Footer type on the Purchase Header, so they appear as additional information rather than line-level data.

As a Warehouse Manager
I want to have item specifications from the Sales Order appear on the Warehouse Shipment
So that warehouse staff see picking/handling instructions derived from item specifications

Setup:

1. On the Template Content lines, enable "Transfer to Warehouse Shipment" = Yes.
2. When a Warehouse Shipment is created from the Sales Order, flagged MDI on Documents lines transfer to the Warehouse Shipment document.
3. Use "Print on Inventory Document" = Yes on the relevant lines to include them on pick instructions.

As a Quality Manager
I want to have item tracking information (serial number certificates, lot-level analysis data, package details) appear on documents
So that traceability and quality data follows the document chain from order to shipment

Setup:

1. Create a Template Content sub-template with Type = Item Tracking and Master Data Table = 6504 (Serial No. Information), 6505 (Lot No. Information), or 6515 (Package No. Information).
2. Add content lines for the relevant Information Codes attached to the tracking records.
3. In your Document Template, set the appropriate tracking field: Master Data Serial Number Tracking, Master Data Lot Number Tracking, or Master Data Package Number Tracking.
4. When documents with item tracking lines are processed, the system pulls the tracking-level Information Entries.

As a Functional Consultant
I want to configure different sets of specifications for Sales Quotes vs. Sales Orders vs. Sales Invoices
So that each document type shows only the relevant information for its purpose

Setup:

1. Create separate Document Templates (e.g. "SALES QUOTE", "SALES ORDER", "SALES INVOICE").
2. Each template can have different sub-templates for Header, Line, and Footer, or the same sub-templates with different content.
3. In Master Data on Document Setup, map each: Sales + Quote → "SALES QUOTE", Sales + Order → "SALES ORDER", Sales + Invoice → "SALES INVOICE".

Note: You can reuse the same sub-templates across multiple Document Templates, or create unique ones for full control.

As a Key Account Manager
I want to assign a specific document template to a particular customer
So that VIP customers get enriched document data while standard customers get a simpler layout

Setup:

1. In Master Data on Document Setup, create a row with: Type = Sales, Document Type = Order, Number = "C10000" (the customer number), Master Data Doc Template = "SALES VIP".
2. Create the "SALES VIP" Document Template with the enriched sub-templates.
3. When a Sales Order is created for customer C10000, the system uses the VIP template. Other customers fall through to the default (Number = blank) setup.

Note: The Number field in the setup acts as a specificity key. The code first tries GET(Type, DocumentType, CustVendNo) and falls back to GET(Type, DocumentType, '') if no specific match exists. This applies to Sales and Purchase documents only — Production Orders always use the default.

As an Order Processor
I want to manually add, edit, or remove Master Data on Documents lines on a specific document
So that I can handle exceptions or add order-specific notes beyond what the template provides

Setup:

1. Open the Sales Order (or any supported document) and navigate to the Master Data on Documents subpage.
2. Manually add new lines with Information Code, Information Value, Value, Description, and File attachments.
3. Edit existing auto-populated lines as needed.
4. The lines support the same fields as template-generated lines: Type (Header/Line/Footer), print flags, Action when posting, and transfer flags.

Note: Manual entries follow the same lifecycle rules as template-generated entries — they transfer at posting based on their Action when posting flag.

As a Sales / Quality Manager
I want to attach files (certificates, drawings, specifications) to Master Data on Documents lines
So that supporting documents travel with the order through its full lifecycle

Setup:

1. On any Master Data on Documents line (template-generated or manual), use the File Placement field to attach a file.
2. Files from Information Entries are automatically carried over when template content lines are populated with "Add Master Data Text" = Yes.
3. The file attachment (stored as File Placement Blob) transfers with the MDI line when the document is posted or transferred to other documents.

Note: File Storage Type tracks whether the file is stored as a blob, external reference, or other storage mechanism.

As a Production Planner
I want to have all Master Data on Documents lines automatically move when a Production Order changes status (e.g. Firm Planned → Released)
So that specification data is preserved through all production phases without manual re-entry

Setup:

1. No specific template setup needed — this is automatic behaviour.
2. When a Production Order changes status, the system calls TransferToNewProdOrder, TransferToNewProdOrderLine, and TransferToNewProdOrderComponent to move all MDI on Documents lines from the old status key to the new status key.
3. The original lines under the old status are deleted after transfer.

Note: This covers Production Order headers (TABLE 5405), lines (TABLE 5406), and components (TABLE 5407).

As a Functional Consultant
I want to control the sequence in which specification lines appear on the document
So that the most important information appears first and the document reads logically

Setup:

1. In the Template Content lines, use the "Order" field (integer) to set the sequence.
2. Lines are processed in Order sequence when populating the document.
3. Within each line, the underlying Information Entry's own sorting applies.

Note: The Order field uses a secondary key on the Template Content table, so it governs the processing sequence independently of the Line No.

As a Functional Consultant
I want to control how the specification data is formatted/displayed on documents
So that the printed document shows a clean, professionally formatted representation of the data

Setup:

1. Create a Description Setup record defining the desired display format.
2. In the Template Content line, set "Display Master Data" to point to the Description Setup code.
3. The system uses the Description Setup to format the output when generating the MDI on Documents line.

Note: Description Setup is a shared MDI feature that controls how Information Code + Value + Description are formatted into a single display string.

As a Functional Consultant
I want to quickly create a standard template configuration for Sales, Purchase, and Production documents
So that I have a working baseline that I can customize rather than building everything from scratch

Setup:

1. Open the Template Content sub-template page and trigger the DefaultSetup procedure.
2. The system creates standard sub-templates: SALES HEADER (Customer, Header), SALES FOOTER (Customer, Footer), SALES LINE (Item, Line), PURCHASE HEADER (Vendor, Header), PURCHASE FOOTER (Vendor, Footer), PURCHASE LINE (Item, Line), PRODUCTION HEADER (Item, Header), PRODUCTION COMPONENT (Item, Line).
3. It creates Document Templates: SALES ORDER, PURCHASE ORDER, PRODUCTION — each wired to the appropriate sub-templates.
4. It creates Document Setup rows mapping Sales Orders/Quotes/Invoices, Purchase Orders/Quotes/Invoices, and Production Orders to their templates.
5. Customize from this baseline by adding Information Code content lines, adjusting transfer flags, and print settings.

Note: If data already exists, the procedure offers options to cancel, delete and recreate, or merge with existing records.

As an Auditor / Compliance Manager
I want to view archived versions of Master Data on Documents data
So that I have an audit trail of what specification data was attached to documents at different points in time

Setup:

1. The SCB Master Data on Docs Arch. table stores archived document data.
2. Archived records preserve the full structure: Key Fields, Type, Information Code, Information Value, Value, Description, and all transfer/print flags.
3. Access via the Master Data on Documents Archive page.

As a Functional Consultant
I want to use both Specification on Pages (for direct field editing) and Master Data on Documents (for template-driven auto-population) together on the same document
So that users get the best of both worlds — editable fields on the page AND auto-populated specification text

Setup:

1. Configure Specification on Pages for document header/line tables as described in the Specification on Pages feature documentation.
2. Configure Master Data on Documents templates for the same document types.
3. The two features co-exist: Specification on Pages fields provide direct editing on the page, while Master Data on Documents provides template-driven bulk population.
4. Changes made via Specification on Pages fields automatically update the corresponding MDI on Documents entries (and vice versa) through the bi-directional sync in SCBReplicateMDIFunction.

Note: The Spec. Field Name column on MDI on Documents entries tracks which Specification on Pages field slot the entry is linked to, enabling the two-way sync.