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 Extended Texts


2025/12/17 • 5 min. to read
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.

Extended Text Types

NAVAX Document Text supports various types of Extended Texts that appear at different locations in the document:

Beginning Texts

Appear at the beginning of the document, before all lines. Ideal for greetings, validity notes, or general information. For more information, see Setup, Beginning and Ending Texts.

Ending Texts

Appear at the end of the document, after all lines. Suitable for legal notes, closing greetings, or contact information. For more information, see Setup, Beginning and Ending Texts.

Line Texts

Appear directly below a document line and refer to a specific item, resource, G/L account, service item, or job planning line. Ideal for specific information about these lines, such as maintenance instructions, service terms, or account descriptions. For more information, see Setup, Line Texts.

Miscellaneous Texts

Extended Texts that are linked to master data, e.g., payment terms, shipment methods, reminder terms, or finance charge terms. For more information, see Setup, Miscellaneous Texts.

Basic Structure of an Extended Text

Each Extended Text consists of the following main elements:
Element Description
Code Unique identifier for the Extended Text (e.g., VALIDITY, TERMS, GREETING)
Description Meaningful designation that explains the purpose of the text
Text Type Beginning Text, Ending Text, or other available types
Text The actual content with optional placeholders for dynamic fields
Conditions Document types, languages, validity periods that determine when the text appears
Formatting Font type, size, color, paragraph formatting

How to Create an Extended Text

The following guide shows the basic steps for creating an Extended Text. Details on specific text types can be found in the linked sections.

General Step-by-Step Guide

  1. Open the Standard Text Codes page via search.

  2. Click New to create a new Standard Text Code.
  3. Enter a unique Code (e.g., GREETING, TERMS, NOTE). This code serves as an identifier for the Extended Text.
  4. Enter a meaningful Description that explains the purpose of the text.
  5. Select the desired Text Type:
    • Beginning Text - Text appears before the document lines
    • Ending Text - Text appears after the document lines
    • Other types depending on configuration
  6. Click in the Extended Text Exists field or choose the Extended Texts action to go to the Extended Text overview.
  7. Click New to create a new Extended Text.
  8. On the Extended Text page, you can make all settings for the text.
  9. Define additional conditions to control when the Extended Text is applied. Options include:
    • Language Code - Text appears only for a specific document language
    • Starting Date/Ending Date - Text is only valid during a specific period
    • Sorting Sequence No. - Determines the order when there are multiple Extended Texts
    For more information, see Working with the App, Sorting and Conditions.
  10. Enter the Text that should appear on the document. Click in the Text field to open the text editor. For more information, see Advanced Features, Text Editor and Placeholders.
  11. Optional: Use placeholders for dynamic content (e.g., ##Bill-to Customer No.##, ##Document Date##). For more information, see Advanced Features, Text Editor and Placeholders.
  12. Optional: Use the formatting options to customize the appearance. For more information, see Advanced Features, Formatting.
  13. Define the document types for which the Extended Text should apply:
    • On the Sales FastTab: Sales Quote, Sales Order, Sales Invoice, etc.
    • On the Purchase FastTab: Purchase Order, Purchase Invoice, etc.
    • On the Service FastTab: Service Order, Service Quote, etc.
    • On the Job FastTab: Job Quote

    Tip

    When you select or deselect multiple documents, a query appears asking whether you want to select or deselect all documents. Using the actions Belegfolgefelder deaktivieren and Belegfolgefelder deaktivieren, you can select or deselect all values at once.
  14. Save the Extended Text by closing the page. The changes are automatically applied.

Important Concepts

Placeholders

Placeholders enable the dynamic insertion of field contents from the document or master data. They are entered in the format ##Field Name## and are replaced with the actual value when printing. For more information, see Advanced Features, Text Editor and Placeholders.

Conditions

Conditions control when an Extended Text is automatically inserted. You can filter Extended Texts by language, document type, period, and other criteria. For more information, see Working with the App, Sorting and Conditions.

Formatting

Extended Texts can be formatted to visually highlight them or adapt them to your corporate design. Available are font type, size, color, bold, italic, and paragraph formatting. For more information, see Advanced Features, Formatting.

Next Steps

Tips and Best Practices

  • Meaningful codes: Assign descriptive codes like GREETING, TERMS_EN, NOTE_QUOTE instead of cryptic abbreviations.
  • Use descriptions: A good description helps in quickly finding Extended Texts.
  • Create test documents: Always test new Extended Texts in a test document before using them productively.
  • Use formatting sparingly: Too much formatting can impair readability.
  • Plan for multilingual: Create Extended Texts in all required languages for international customers.
  • Use versioning: Use starting and ending dates to use different text versions at different times.

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