Specification Entry

  • Published on Apr 30, 2026
  • 10 minute(s) read
  • AF
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Feature Overview

Specification Entry is the day-to-day workflow of adding, editing, and managing specifications on individual master data records. Where Information Codes and Information Values define the structure — what attributes exist and what options are available — Specification Entry is where that structure is put to use: opening an item, customer, or vendor and recording the actual values that describe that specific record.

Each specification is stored as an entry that links a master data record to an Information Code and, where applicable, an Information Value. The entry also carries a Value field for free-text or numeric input (used when the Information Code has no predefined list), and a Description field that is automatically populated from the Information Value's description. All entries for a record are shown together on the Information Setup page, which is accessible from the master data card via the Specifications, Texts, or Files actions — each opening the same page filtered to the relevant subtype.

Specifications can be entered manually one record at a time, or they can be populated in bulk via the Import Worksheet or Information Matrix. For guided first-time setup of a new Information Code together with its first values and integrations, the Create New Specification wizard walks through the configuration in a step-by-step flow directly from the item list.

Entries are sorted by the Sorting Level inherited from the Information Code, so the most important specifications always appear at the top. If an Information Code has Logical Dependencies configured, the Information Value lookup is automatically filtered when a value is selected for a related code — only valid combinations are offered.

Key Facts

Area Detail
Where to enter Information Setup page — opened via the Specifications, Texts, or Files action on any master data card or list
Supported entity types Items, Item Variants, Customers, Vendors, Lot Numbers, Serial Numbers, Package Numbers, Jobs, and more
Entry fields Information Code, Information Value, Value, Description, Attachment
Guided entry Create New Specification wizard (available from the Item List)
Sorting Entries sorted by Information Code Sorting Level, then Information Value Sorting Level
Validation Logical Dependencies filter the Information Value lookup when active
Integration points Information Codes, Information Values, Logical Dependencies, Master Data Archive, Merge Descriptions, Specifications on Pages

Getting Started

  1. Open the master data record you want to add specifications to — for example, open an Item Card.
  2. In the action bar, choose Master Data Information → Specifications to open the Information Setup page filtered to specification-type entries.
  3. On a new line, select the Information Code for the attribute you want to record (e.g. COLOUR).
  4. If the code has predefined Information Values, select the appropriate value in the Information Value field. If Logical Dependencies are active, the lookup is automatically filtered based on other values already entered.
  5. If the code accepts free-text or numeric input (no predefined values), enter the value directly in the Value field.
  6. The Description field is populated automatically from the Information Value's description. You can override it if needed for this specific entry.
  7. To attach a file or image to this entry, click the Attachment field and upload the file.
  8. To add a text-type entry (e.g. a marketing description), use the Texts action instead of Specifications — this opens the same Information Setup page filtered to Text subtype entries.
  9. To add a file-type entry (e.g. a data sheet), use the Files action.
  10. Save. If Merge Descriptions are configured for the Information Codes you have entered, the item's Description and Long Description fields update automatically.

Related Features

Specification Entry is where all the setup from Information Codes and Information Values is put to work — the structure defined there drives what is available here. Logical Dependencies affect the entry experience directly: when selecting an Information Value, the lookup respects any dependency rules configured between codes. Merge Descriptions are triggered automatically when entries are saved — if any of the entered codes are configured to contribute to the item's Description, Long Description, or Report Description, those fields are recalculated immediately. Specifications on Pages extends specification entry to embedded fields directly on the Item Card, Sales Order, and other BC pages — these fields write to the same Information Setup entries and are an alternative to opening the full Information Setup page. Master Data Archive records a history of changes whenever an entry is created, modified, or deleted — this is configured per Information Code. The Import Worksheet and Information Matrix are the bulk alternatives to manual entry, suitable when you need to set specifications across many records at once.

User Stories

US-01: Add a specification to an item

As a Business Manager
I want to record the colour of an item in the Master Data Information app
So that the colour is available for filtering, searching, document output, and automated description generation

Setup:

  1. Open the Item Card for the item.
  2. Choose Master Data Information → Specifications.
  3. On a new line, select Information Code = COLOUR.
  4. Select Information Value = BLUE.
  5. Save. The Description field is auto-populated as Blue, and if Merge Descriptions are configured, the item Description and Long Description update automatically.
US-02: Enter a free numeric value for a specification without a predefined list

As a Business Manager
I want to record the weight of an item as a numeric value
So that the weight is stored as a specification and can be used in document output and filtering

Setup:

  1. Open the Item Card and choose Master Data Information → Specifications.
  2. On a new line, select Information Code = WEIGHT.
  3. Leave Information Value blank and type the weight directly in the Value field (e.g. 12.5).
  4. If the code has Validation Datatype = Decimal, the system validates the input and rejects non-numeric entries.
  5. Save.
US-03: Add a text description to an item

As a Sales Manager
I want to write a marketing description for an item using the Text subtype
So that the description is available for inclusion on customer-facing documents

Setup:

  1. Open the Item Card and choose Master Data Information → Texts.
  2. On a new line, select the Information Code for the text type (e.g. MKTG-TEXT).
  3. Enter the text in the Description field, or use the Extended Texts (HTML) action to open the rich-text editor for more complex formatting.
  4. Save.
US-04: Attach a product data sheet to an item

As a Purchasing Agent
I want to attach the supplier's technical data sheet to the item as a File-type specification
So that the file is accessible from the item record and can be included on purchase documents

Setup:

  1. Open the Item Card and choose Master Data Information → Files.
  2. On a new line, select the Information Code for file attachments (e.g. DATA-SHEET).
  3. Click the Attachment field and upload the file.
  4. Save.
US-05: Add multiple specifications to a vendor

As a Purchasing Agent
I want to record certification, payment terms, and preferred currency as specifications on a vendor record
So that this information is structured and searchable rather than stored in free-text notes

Setup:

  1. Open the Vendor Card for the vendor.
  2. Choose Master Data Information → Specifications.
  3. Add a line for each attribute: select the Information Code and Information Value for each.
  4. Save. All entries are now associated with this vendor and are visible on the Information Setup page.
US-06: Edit an existing specification value on an item

As a Business Manager
I want to update the material specification on an item after a product reformulation
So that the item's specifications accurately reflect its current composition

Setup:

  1. Open the Item Card and choose Master Data Information → Specifications.
  2. Find the MATERIAL line and change the Information Value to the new value.
  3. If the Archive feature is enabled for this Information Code, the change is logged automatically.
  4. Save. If Merge Descriptions are configured, the item's Description and Long Description update automatically.
US-07: Delete a specification entry from a record

As a Business Manager
I want to remove the "Season" specification from an item that is now sold year-round
So that the attribute no longer appears on documents or in searches for this item

Setup:

  1. Open the Item Card and choose Master Data Information → Specifications.
  2. Select the SEASON line and delete it.
  3. If the Archive feature is enabled for this Information Code, the deletion is logged.
  4. If Merge Descriptions include this code, the item descriptions are recalculated automatically.
US-08: Use the guided wizard to create a new specification and add it to an item in one flow

As a Business Manager
I want to use the Create New Specification wizard to define a new "Certification" attribute and immediately apply it to items
So that I can set up the attribute and start using it without navigating between multiple setup pages

Setup:

  1. From the Item List, select one or more items.
  2. Choose Master Data Information → Create New Specification.
  3. The wizard walks through the following steps:
    • Enter the new Information Code (e.g. CERTIFICATION).
    • Add Information Values (e.g. CE, UL, ISO-9001).
    • Choose whether to add it to Sales Order documents.
    • Choose whether to add it to Purchase Order documents.
    • Choose whether to add it as a Specification on Pages field on the item card.
    • Choose whether to include it in the Long Description.
    • Choose whether to include it in Specification Search.
  4. On the final screen, confirm. The wizard creates the Information Code, the Information Values, and all selected integrations in a single operation.

Note: The wizard is available from the Item List and is context-sensitive — steps for Sales/Purchase documents are only shown if the relevant document templates exist. The Specification Search step is only shown if that feature is enabled.

US-09: Add a specification to an item variant

As a Business Manager
I want to record the specific weight for each size variant of an item
So that variant-level specifications are maintained separately from the parent item

Setup:

  1. Open the Item Card for the parent item and navigate to Item Variants.
  2. Open the variant card for the specific variant.
  3. Choose Master Data Information → Specifications.
  4. Add the specification entry for this variant (e.g. WEIGHT = 450g).
  5. Save. This entry is stored at the variant level and is separate from any specification on the parent item.
US-10: View the card view for a specification entry

As a Business Manager
I want to open the full card for a specification entry to see all fields including merge description settings and archive history
So that I can review or adjust settings that are not visible in the list view

Setup:

  1. Open the Information Setup page for a record.
  2. Select the specification line you want to inspect.
  3. Choose Card view from the action bar.
  4. The Information Setup Card opens, showing all fields including Description, Attachment, Merge Description settings, and actions for Extended Texts, Language translations, and Archived Entries.
US-11: Add the same Information Code with different values to a record

As a Business Manager
I want to assign multiple certifications to a single item — for example both "CE" and "UL"
So that the item can be documented as holding more than one certification simultaneously

Setup:

  1. Open the Item Card and choose Master Data Information → Specifications.
  2. Add a line: Information Code = CERTIFICATION, Information Value = CE.
  3. Add a second line: Information Code = CERTIFICATION, Information Value = UL.
  4. Save.

Note: This is only possible if the Information Code has Allow Multiple Information Values enabled on the Information Code Card. If not enabled, the system will show an error when you try to add a second line with the same code.

US-12: Trigger a manual recalculation of merge descriptions after editing a specification

As a Business Manager
I want to manually trigger a recalculation of the item's Long Description after correcting a specification
So that the description reflects the updated values immediately

Setup:

  1. Open the Information Setup page for the item.
  2. Choose Update Merge Descriptions from the action bar.
  3. The app recalculates the item's Description and Long Description based on the current specification entries and the Merge Descriptions configuration.

Field Reference

Field Where to find it What it does Default
Information Code Information Setup page The attribute being recorded — must exist in the Information Code List —
Information Value Information Setup page The selected option for this attribute — chosen from the Information Value list for this code; filtered by Logical Dependencies if active Blank
Value Information Setup page Free-text or numeric input; used when the Information Code accepts open values rather than a predefined list Blank
Description Information Setup page Auto-populated from the Information Value's description; can be overridden per entry Auto
Attachment Information Setup page File or image attached to this specific entry on this record Blank
Information Code Sorting Level Information Setup page (visible column) Inherited from the Information Code; controls entry display order 99
Information Value Sorting Level Information Setup page (visible column) Inherited from the Information Value; secondary sort within the same code 99
Related articles
  • Master Data Information
    Master Data Management > Master Data Information
  • Specifications on Pages
    Master Data Management > Master Data Information > Visibility on Pages & Documents > Specifications on Pages
  • Information Codes
    Master Data Management > Master Data Information > Data Structure & Setup > Information Codes

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