Docs  /  App  /  NAVAX Document Text  /  Working with the App

 FAQ and Troubleshooting

2025/12/22 • 14 min. to read

In this topic

• Why don't my texts appear on the document?
• How do I find the right extended text?
• How do I edit existing texts on a document?
• How can I prepare texts for future documents?
• What to do with text display or formatting problems?
• How can I adjust or extend the text length?
• How can I use extended texts for different document types?
• How do I set up multilingual texts?
• How do I copy documents with texts?
• Can I permanently change the copy function?
• Are texts from archived documents also copied?
• Does copying differ between sales and purchase documents?
• Troubleshooting
• Setup and Installation
• Extended Texts Are Not Inserted
• Conditions and Sorting
• Formatting and Display
• Printing and Reports
• Personalized and Special Texts
• Item Attribute Texts
• Copying Documents
• Import/Export
• Further Help
• Related information

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Here you will find answers to frequently asked questions about NAVAX Document Text as well as solutions to typical problems.

Why don't my texts appear on the document?

If your texts do not appear as expected on the document, check the following points:

1. Text type correctly assigned: Ensure that the text is correctly classified as beginning text, ending text, or line text.
2. Check document type: Check in the FastTabs Sales, Purchase, Service, or Job whether the corresponding document type is enabled.
3. Check language code: If a Language Code is stored, the text is only displayed for documents with this language code. Use All Languages = yes for language-independent texts.
4. Check validity period: Check the Starting Date and Ending Date fields. The text only appears if the document date is within this period.
5. Automatic insertion enabled: Check whether the option for automatic insertion is enabled in the setup.

For more information, see Setup, Extended Texts.

How do I find the right extended text?

To find the appropriate extended text:

1. Open the Standard Text Codes page via the search.
2. Use the filter function to search for specific codes or descriptions.
3. Open the associated texts via the Extended Texts action.
4. In the list, you will see all variants with their conditions (language code, time period, document type).
5. Use the Language Code, Starting Date, Ending Date columns to filter for the correct variant.

For more information, see Field Descriptions, Standard Text Code Fields.

How do I edit existing texts on a document?

You can edit texts on already created documents as follows:

1. Before posting: Open the document and navigate to the document text lines. There you can directly edit, delete, or add new texts.
2. After posting: For posted documents, you can edit texts as long as the document has not yet been printed. The preview function does not lock editing. After the first actual print, no more changes are possible.
3. Change master data: To permanently change texts, open the Standard Text Codes page via the search in Business Central. Select the desired code and open the associated texts via the Extended Texts action. The change then applies to all future documents.

How can I prepare texts for future documents?

To prepare texts for future documents:

1. Open the Standard Text Codes page via the search in Business Central. Select the desired code and open the associated texts via the Extended Texts action. Create a new extended text.
2. Set a Starting Date in the future (e.g., for a campaign from 01/01/2026).
3. Optional: Also set an Ending Date if the text should only be valid for a limited time.
4. Define all other conditions (language code, document type, sorting order).
5. Save the extended text. It will automatically appear on new documents from the starting date.

Use case:

Ideal for seasonal campaigns, price changes, or time-limited notices. For more information, see Setup, Extended Texts.

What to do with text display or formatting problems?

For text display problems:

1. Line breaks: Use multiple text lines instead of very long lines for better readability.
2. Formatting: Use the available formatting options (bold, italic, color) sparingly.
3. Check placeholders: Verify that placeholders are correctly written (e.g., ##Bill-to Name##).
4. Text length: Pay attention to the maximum character count per line (standard: 1024 characters).
5. Print preview: Use the print preview to check the display before sending the document.

For more information, see Advanced Features, Text Editor and Placeholders.

How can I adjust or extend the text length?

For longer texts:

1. Multiple lines: Distribute long texts across multiple text lines within an extended text.
2. Multiple extended texts: Use multiple extended texts with different Sorting Orders to arrange texts in the desired order.

How can I use extended texts for different document types?

To use an extended text for multiple document types:

1. Navigate to the FastTabs Sales, Purchase, Service, or Job.
2. Enable all desired document types (e.g., Quote, Order, Invoice).
3. Optional: Use the option for Subsequent documents to automatically transfer texts from quote to invoice.

For more information, see Setup, Extended Texts.

How do I set up multilingual texts?

For multilingual texts:

1. Open the Standard Text Codes page via the search in Business Central. Select the desired code and open the associated texts via the Extended Texts action. Create multiple extended texts for the same Standard Text Code.
2. Assign each extended text the corresponding Language Code (e.g., DEU, ENU, FRA).
3. Optional: Create an additional extended text with All Languages = yes as a fallback for undefined languages.
4. The system automatically selects the appropriate text based on the language code of the customer/vendor.

Example:

Extended text "Delivery Terms" with three variants (DEU, ENU, All Languages) ensures that each customer receives the information in their language.

How do I copy documents with texts?

To copy documents including NAVAX Document Texts:

1. Use the standard Copy Document function in Business Central
2. If the Copy Documents with Texts option in the Document Text Setup is set to On Request, a query appears
3. Select which texts should be copied:
   • Beginning/Ending Texts: Copies header and footer texts
   • Line Texts: Copies position-related texts
4. Both options can be combined

For more information, see Advanced Features, Copy Documents.

Can I permanently change the copy function?

Yes, in the Document Text Setup you can adjust the setting for Copy Documents with Texts at any time:

• Always: All texts are automatically copied without prompt
• On Request: You decide for each copy operation (recommended)
• Never: Texts are never copied

The change takes effect immediately for all subsequent copy operations.

Are texts from archived documents also copied?

Yes, if you select an archived document as the source, the texts stored there are also transferred, provided you enable the text options. Alternatively, the archived document can be restored.

Does copying differ between sales and purchase documents?

No, the functionality is identical. The same options are available for purchase documents (orders, invoices, credit memos).

Troubleshooting

This section provides solutions to common problems, categorized by topic.

Setup and Installation

Problem: Document Text Setup is not visible

Cause: NAVAX Document Text is not installed or permissions are missing. Solution:

• Check in the Extension Management whether NAVAX Document Text is installed
• Ensure you have the NVXDT, SETUP permission
• Sign out and sign in again to update permissions

For more information, see Appendix, Installation Notes.

Problem: No menu items appear after installation

Cause: The extension was not fully deployed. Solution:

• Open the Extension Management and check the status
• Search for "NCDT" or "Document Text" in "Tell me what you want to do"
• If nothing is found: reinstall the extension

Extended Texts Are Not Inserted

Problem: Beginning texts do not appear on sales orders

Cause: Multiple possible causes. Solution:

• Check whether the Sales FastTab in the extended text has the Sales Order document type enabled
• Check the customer's Language Code and compare with the extended text
• Check Starting Date and Ending Date - is the order date within the valid period?
• Ensure that NAVAX Document Text is enabled in the setup

Problem: Line texts for items do not appear automatically

Cause: Automatic insertion is not enabled. Solution:

• Open the Item Card
• Check whether the Automatic Ext. Texts field is enabled
• Verify that an extended text is stored (Ext. Text Exists field)
• Check in the extended text whether the desired document type is enabled

For more information, see Setup, Line Texts.

Problem: Miscellaneous texts (payment terms) do not appear

Cause: The Standard Text Code is not linked to the payment term. Solution:

• Open the Payment Terms page
• Select the desired payment term
• Check the Standard Text Code field - is a code stored?
• Check in the Standard Text Code whether an extended text with the correct document type exists

For more information, see Setup, Miscellaneous Texts.

Conditions and Sorting

Problem: Texts appear in wrong order

Cause: Sorting order is not correctly configured. Solution:

• Open the Extended Texts of the relevant Standard Text Code
• Check the Sorting Order field - lower values appear first
• Adjust the values: use steps of 10 (10, 20, 30...)
• Create a test document for verification

For more information, see Working with the App, Sorting and Conditions.

Problem: Text does not appear only for certain customers

Cause: Customer-specific settings or language code. Solution:

• Check the customer's Language Code
• Verify whether the extended text has a variant for this language code
• If necessary, create a variant with All Languages = Yes as a fallback
• Check whether a personalized text exists for this customer that overrides the general text

Problem: Time-limited text does not appear

Cause: Document date is outside the defined period. Solution:

• Check Starting Date and Ending Date in the extended text
• Compare with the Order Date or Document Date (not Posting Date!)
• Ensure that Starting Date ≤ Document Date ≤ Ending Date

Formatting and Display

Problem: Placeholders are not replaced

Cause: Placeholder is misspelled or field does not exist. Solution:

• Check the exact spelling: ##FieldName## (with double hash marks)
• Field must exist in the corresponding table:
  • Document header: Field Descriptions, Document Header FieldsAvailable fields
  • Document lines: Field Descriptions, Document Lines FieldsAvailable fields
• Note case sensitivity and spaces in the field name

For more information, see Advanced Features, Text Editor and Placeholders.

Problem: Formatting does not appear in print

Cause: Report layout does not support formatting or HTML is disabled. Solution:

• Ensure you are using a NAVAX report layout For more information, see Advanced Features, Report Layout Selection.
• Check in the Document Text Setup whether HTML formatting is enabled
• Use the Print Preview to test the formatting

For more information, see Advanced Features, Formatting.

Problem: Text is truncated or too long

Cause: Maximum character count exceeded. Solution:

• Split long texts across multiple text lines
• Use multiple extended texts with different sorting orders
• Maximum length per line: 1024 characters

Printing and Reports

Problem: Texts do not appear in the printed document

Cause: Wrong report layout selected. Solution:

• Open the Report Layout Selection page
• Select the NAVAX layouts for the desired documents
• List of supported reports: For more information, see Advanced Features, Report Layout Selection.

Problem: Texts appear on screen but not in PDF

Cause: Different layouts for preview and print. Solution:

• Check the Report Layout Selection for the respective document type
• Ensure that the NAVAX layout is selected for both preview and print
• Test with Print > PDF Preview instead of just screen preview

Problem: Posted documents show no texts

Cause: Subsequent documents are not enabled in the extended text. Solution:

• Open the extended text
• Enable the subsequent document types in the corresponding FastTab (e.g., Sales Invoice for posted invoices)
• The change only applies to future documents - already posted documents are not updated

Personalized and Special Texts

Problem: Personalized texts do not appear even though stored on the master data card

Cause: Extended text is not configured correctly or conditions are not met. Solution:

• Check whether the correct document types are enabled in the extended text (e.g., Sales Order)
• Verify that the extended text’s Language Code matches the document language
• Check Starting Date and Ending Date — is the document date within the validity period?
• Ensure that NAVAX Document Text is enabled in the Document Text Setup

For more information, see Setup, Personalized Texts. For more information, see Working with the App, Using Personalized Texts.

Problem: Personalized text does not appear on posted documents

Cause: Subsequent documents are not enabled in the document text lines. Solution:

• Before posting, open the document’s document text lines
• Enable the desired subsequent documents (e.g., Sales Invoice)
• Alternatively: Adjust the default setting in the Standard Text Code on the master data card

Problem: Personalized text appears on wrong document types

Cause: Wrong document types are enabled in the extended text. Solution:

• Open the Standard Text Code from the master data card
• Check the Sales, Purchase, Service FastTabs
• Disable the unwanted document types

Problem: How do I recognize whether a text is personalized?

Solution:

• In the document text lines you see the Standard Text Code column with the code
• If this code is stored on a Customer Card, Vendor Card, or Salesperson/Purchaser Card, it is a personalized text

Problem: Personalized texts do not override general texts

Cause: Sorting order is configured incorrectly. Solution:

• Personalized texts need a lower Sorting Order than general texts
• Example: Personalized text = 10, General text = 20
• Both texts will appear — if you only want the personalized one, disable the general text for this customer

Problem: Can I use the same personalized text for multiple customers?

Solution:

• Yes, create a Standard Text Code
• Reference it in the Beginning Text or Ending Text fields on multiple Customer Cards
• This way, multiple customers share the same text

Problem: Placeholders in the personalized text are not replaced

Cause: Placeholder is misspelled or the field does not exist in the document table. Solution:

• Check the exact spelling (format: ##FieldName##)
• Use the placeholder function in the text editor
• Available fields can be found under Field Descriptions, Personalized Texts

For more information, see Advanced Features, Text Editor and Placeholders.

Item Attribute Texts

Problem: Item attribute texts do not appear

Cause: Extended text is not linked to the attribute value or item does not have the attribute. Solution:

• Check on the Item Card whether the attribute is assigned with the correct value
• Open Item Attributes > Attribute Values > Extended Texts
• Verify that an extended text exists for this value and the document type is enabled

For more information, see Advanced Features, Item Attributes.

Copying Documents

Problem: Only part of the texts were copied

Cause: Only individual options were activated in the query (e.g., only Beginning/Ending Texts). Solution:

• Repeat the copy operation and activate both options
• Or add the missing texts manually

For more information, see Advanced Features, Copy Documents.

Problem: Texts are copied unwantedly

Cause: The Copy Documents with Texts option in the Document Text Setup is set to Always. Solution:

• Switch to On Request or Never in the Document Text Setup
• Alternatively, you can manually delete the unwanted texts after copying

Problem: Copied texts do not fit the new document type

Cause: The extended texts have conditions that do not apply to the target document type. Solution:

• Create corresponding extended texts with conditions for the new document type
• Or adjust the copied texts manually

For more information, see Working with the App, Sorting and Conditions.

Problem: Placeholders show incorrect values after copying

Cause: Placeholders always refer to the current document. When copying text with a new customer, the placeholders are recalculated. Solution:

• This is the expected behavior
• If you want to keep the original value, replace the placeholder with fixed text before copying

For more information, see Advanced Features, Text Editor and Placeholders.

Problem: Texts are missing when copying posted documents

Cause: Only texts that were saved in the posted document text lines can be copied. Dynamic extended texts are not re-evaluated. Solution:

• Add missing texts manually
• Or use the unposted original document as a copy template, if still available

Import/Export

Problem: Import fails

Cause: XML file is corrupted or incompatible. Solution:

• Open the XML file with a text editor and check for errors
• Create a new export from the source system
• Check the Business Central versions - large version differences can cause problems

For more information, see Advanced Features, Export/Import.

Problem: Extended texts are missing after import

Cause: Import option "Create if not existing" was selected. Solution:

• Check the import statistics - it shows skipped records
• Repeat the import with the "Overwrite" or "Update" option

Further Help

If your problem is not listed here:

• Search documentation: Use the search function in the help
• View examples: Working with the App, Example Scenarios
• Contact support: Contact NAVAX support at www.navax.com

Related information

• Setup, Extended Texts
  An Extended Text is an individually defined text that is either automatically or manually inserted into a document - depending on the selected type and defined conditions. You create Extended Texts on the Standard Text Codes page, which you can find via search in Business Central...
• Setup, Personalized Texts
  Personalized texts are Extended Texts that are specifically created for a particular customer, vendor, or salesperson/purchaser. These texts are automatically used in documents when the corresponding business partner is selected...
• Setup, Line Texts
  Line texts are Extended Texts that are directly linked to master data such as items, resources, G/L accounts, or service items. The text appears automatically as line text below the respective line when you use the corresponding master data record in a document...
• Setup, Miscellaneous Texts
  Miscellaneous texts are Extended Texts that are linked to master data such as payment terms, shipment methods, or service configurations. These texts appear automatically in documents when the corresponding configuration is used in the document...
• Working with the App, Using Personalized Texts
  This page describes how to use, review, and manage personalized texts in your daily documents...
• Working with the App, Sorting and Conditions
  With the advanced text conditions in NAVAX Document Text, you can flexibly control which texts are used and transferred to your documents. You can specify that certain texts are automatically inserted only for selected languages, within a specific time period, or for specific document types. This ensures that all relevant information always appears correctly and contextually in your sales, purchase, service, and job documents...
• Working with the App, Example Scenarios
  This page provides practical examples for various use cases of NAVAX Document Text. Each scenario shows step-by-step how to set up and use specific features...
• Advanced Features, Item Attributes
  NAVAX Document Text extends the Business Central standard functionality for item attributes by automatically transferring them as document text lines to your documents. This allows important product properties such as material, color, size, or technical specifications to appear directly on quotes, orders, and invoices...
• Advanced Features, Text Editor and Placeholders
  NAVAX Document Text provides a text editor that allows you to easily create and edit extended texts for documents. The editor supports placeholders to insert dynamic content from the respective tables. You can copy pre-formatted texts from other programs and paste them into the text editor...
• Advanced Features, Formatting
  With the formatting functions in NAVAX Document Text, you can design your extended texts professionally and in accordance with corporate identity guidelines. You can adjust font type, size, and color, as well as control paragraph alignment and indentation...
• Advanced Features, Copy Documents
  When you copy documents, a window may appear - depending on the setup - asking whether and which texts should be transferred with the document...
• Advanced Features, Report Layout Selection
  The Report Layout Selection window defines which layout should be used when printing a document. For document texts to be printed on A4 documents, the corresponding NAVAX Document Text report layouts must be set up...
• Advanced Features, Export/Import
  With the export and import function, you transfer configured Standard Text Codes between different Business Central installations. This enables efficient management of your extended texts and saves time during setup...
• Field Descriptions, Standard Text Code Fields
  Using Standard Text Codes, you can manage Extended Texts for documents in Dynamics 365 Business Central. These codes allow you to store frequently used texts centrally and insert them on documents as needed...
• Field Descriptions, Document Header Fields
  With NAVAX Document Text, you can add beginning and ending texts to all documents in Dynamics 365 Business Central. These texts appear in the document header and are suitable, for example, for greetings, notes, legal information, or individual messages...
• Field Descriptions, Personalized Texts
  The fields for personalized texts allow you to store Extended Texts specifically for a particular customer, vendor, or salesperson/purchaser...
• Field Descriptions, Document Lines Fields
  In all documents in Dynamics 365 Business Central, you can add line texts. This lets you print additional information directly below the respective document line. Line texts are suitable, for example, for product information, notes, or legal information...
• Appendix, Installation Notes
  This page contains important information about the installation and technical requirements of NAVAX Document Text. The information is primarily intended for administrators and IT managers...