Purpose
The Master Data on Documents feature enables businesses to automatically transfer relevant master data information—such as Specifications, Files, and Texts—from core entities like Items, Customers, and Vendors to both open and posted documents in Business Central.
This ensures that critical information is consistently available throughout the document lifecycle and can be printed using the Abakion Document Customizer.
Key Features
Automatic Data Flow:
Item-related information flows to document lines.
Customer/Vendor-related information flows to the document header.
Watch a video explaining how Master Data Information can flow from Master Data to Documents
Displays transferred information directly on document headers and lines for reference.
Manual Additions:
Users can add information directly to document headers or lines for printing or further flow.
Item Tracking Support:
Information tied to Lot No, Serial No, and Packing No can flow to documents like Sales Orders and Posted Shipments.
Watch a video explaining how item tracking can flow to documents
Master Data flowing from Serial No. or Lot No. to Open Documents - Dynamics 365 Business Central
Customizable Flow Settings:
Define which information flows to documents and whether it appears in the Header, Footer, or Lines.
Choose between Description, Extended Text, or both.
Configure whether information should continue to posted documents or related open documents (e.g., Warehouse Shipment, Pick).
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Usage Scenarios
🔧Technical Product Sales
A machinery distributor sells industrial motors with detailed technical specifications. When creating a sales quote, all specifications (voltage, phase, mounting type, certifications) automatically appear from the item master data. When the quote converts to an order and then to a production order for custom configuration, all specs flow through. The warehouse picks the right unit, and the customer receives an invoice with complete technical documentation—all without manual data entry.
💡 Key Benefit: Zero data re-entry, perfect accuracy, complete technical documentation throughout the sales cycle.
💊Pharmaceutical Compliance
A pharmaceutical distributor manages medicines with strict lot tracking. Each lot has master data including expiration dates, storage temperature requirements (2-8°C), batch certificates, and handling instructions. When creating a sales order, the lot number's master data automatically transfers to the order, warehouse shipment (ensuring proper handling), and posted invoice. Complete traceability is maintained for regulatory compliance and recall management.
💡 Key Benefit: Full regulatory compliance, instant recall capability, automatic safety requirement communication.
🏭Make-to-Order Manufacturing
A furniture manufacturer receives a custom order for 50 conference tables in "Navy Blue" with "Matte finish" and "Chrome hardware." These specifications are entered on the sales order as master data. When the production order is created, all customer requirements automatically transfer to the production floor. The manufacturing team sees exact specifications without checking back to the sales order, ensuring the right product is built the first time.
💡 Key Benefit: Production floor gets exact customer requirements, eliminates rework, ensures first-time-right manufacturing.
📦Drop Shipment Excellence
A computer reseller receives an order for 25 laptops with specific configurations (32GB RAM, 1TB SSD, extended warranty). They create a sales order with all specs documented. When creating the drop shipment purchase order to the supplier, all customer requirements automatically transfer to the purchase order lines. The supplier receives complete specifications, ships directly to the customer with the right configuration, and everyone has consistent information throughout.
💡 Key Benefit: Supplier gets exact specs, customer receives correct product, no miscommunication in the chain.
🏢Warehouse Safety
A chemical distributor handles hazardous materials with specific storage and handling requirements. Master data on each item includes "Store in cool, dry place," "Use protective equipment," and "Keep away from heat sources." When orders are released to the warehouse, these handling instructions automatically appear on the pick documents. Warehouse staff see critical safety information without needing to look up material safety data sheets, improving safety and efficiency.
💡 Key Benefit: Enhanced workplace safety, reduced accidents, instant access to handling requirements on pick documents.
🌍Multilingual Operations
An international distributor serves customers across Europe. Product master data includes extended text in multiple languages (English, German, French, Spanish). When creating a sales order for a German customer, the system automatically selects German product descriptions and specifications. The customer receives documents in their language, improving understanding and reducing support calls—all managed from a single product master record.
💡 Key Benefit: Seamless international operations, reduced translation errors, improved customer satisfaction across regions.
📋Regulatory Documentation
A medical device company must provide certificates of conformity, calibration reports, and compliance documentation with every shipment. These PDF files are attached to serial number master data. When a device is sold, the serial number's master data (including file attachments) transfers to the sales order and posted invoice. Customers receive complete regulatory documentation automatically, ensuring compliance and customer satisfaction.
💡 Key Benefit: Automatic compliance documentation, no missing certificates, complete audit trail for regulators.
🍕Food Industry Traceability
A food distributor tracks products by production lot with master data including production date, "Best before" date, allergen information, and origin country. When fulfilling a retail order, lot numbers with their master data transfer to the warehouse shipment and posted documents. If a recall occurs, the company can instantly identify all customers who received products from a specific lot, providing complete traceability required by food safety regulations.
💡 Key Benefit: Complete food safety traceability, instant recall capability, full compliance with food regulations.
⚙️Equipment Service History
An equipment rental company tracks each machine by serial number with master data including last service date, next service due, operating hours, and maintenance notes. When creating rental orders or service orders, this information automatically transfers to documents. Service technicians see complete maintenance history on their work orders, customers receive accurate equipment status on invoices, and the archive maintains full service history for each asset.
💡 Key Benefit: Complete asset history, improved maintenance scheduling, transparent customer communication about equipment status.
Master Data on Document Flow
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What documents are supported
The Master Data on Documents feature supports over 50 document types across your entire business process in Dynamics 365 Business Central. Master data—including specifications, texts, files, and extended descriptions—automatically flows from your master records (Items, Customers, Vendors) to all relevant documents throughout the sales, purchasing, manufacturing, and warehouse cycles. Whether you're creating a quote, processing an order, manufacturing a product, or posting an invoice, your critical master data information flows with the transaction, ensuring consistency, reducing manual work, and maintaining complete traceability from start to archive.
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Related apps
Document Customizer
While Master Data Information manages WHAT data appears on your documents,
Document Customizer controls HOW it looks and WHERE it appears on printed documents.
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