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 Line Texts

2025/12/18 • 6 min. to read

In this topic

• Purpose of Line Texts
• Difference from Other Text Types
• How to Create Line Texts
• Example: Line Text for an Item
• Step-by-Step Guide: Creating Line Texts
• Additional Examples
• Important Fields on Master Data Cards
• Best Practices
• Usage Notes
• Frequently Asked Questions
• Related information

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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.

Purpose of Line Texts

Line texts are suitable for:

• Items - e.g., care instructions, technical specifications, delivery notes, warranty conditions
• Resources - e.g., qualifications, availability, hourly rates, working hours
• G/L Accounts - e.g., explanations for fees, cost center assignments, posting notes
• Service Items - e.g., maintenance notes, service conditions, spare parts notes

Difference from Other Text Types

For more information, see Setup, Beginning and Ending Texts. For more information, see Setup, Miscellaneous Texts.

How to Create Line Texts

Example: Line Text for an Item

The following example shows how to create a line text for item 1896-S. The text is automatically inserted when this item is used in a document.

Step-by-Step Guide: Creating Line Texts

1. Open the Item Card for the desired item, for example 1896-S.
2. Click Extended Texts or in the Ext. Text Exists field to store an Extended Text.
   
3. Click New to create a new Extended Text.
4. The value in the No. field for the Extended Text is automatically taken from the item. This uniquely assigns the Extended Text to the item.
   
5. Enter a Description, for example Item text for 1896-S.
6. Enter the Text that should appear on the document. For example: Please note the care instructions on the packaging. Click in the Text field to open the text editor. There you can enter the text or paste it from other programs. For more information, see Advanced Features, Text Editor and Placeholders.
   
7. Optional: In the text editor, you can use placeholders for table fields. This allows you to automatically insert, for example, the quote date or customer name. For more information, see Advanced Features, Text Editor and Placeholders.
8. On the Sales FastTab, activate the Sales Quote option. This makes the Extended Text available on sales quotes.

   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.
9. Optional: Define conditions, for example the language, validity period, or document types for which the Extended Text should apply.
10. Optional: Use the formatting options to customize the text (font type, size, color, paragraph alignment). For more information, see Advanced Features, Formatting.
11. Save the Extended Text by closing the page.
12. Back on the Item Card, you will see that the Ext. Text Exists field is set to Yes. For the text to be automatically inserted in new document lines, activate the Automatic Ext. Texts field.
    

Additional Examples

Line Text for a Resource

Scenario: Standard notes for a technician

• Resource: Technician - Electrical
• Ext. Text Exists: Yes
• Automatic Ext. Texts: Activated
• Text Content: "Minimum booking duration: 2 hours. Travel costs are charged separately."

Line Text for a G/L Account

Scenario: Explanation for shipping costs

• G/L Account: 8900 - Shipping Costs
• Ext. Text Exists: Yes
• Automatic Ext. Texts: Activated
• Text Content: "Shipping via freight forwarder, insured up to 10,000 EUR. Delivery time: 3-5 business days."

Line Text for a Service Item

Scenario: Maintenance notes

• Service Item: Annual Maintenance - Heating System
• Ext. Text Exists: Yes
• Automatic Ext. Texts: Activated
• Text Content: "Includes inspection, cleaning, and adjustment of the system. Duration approx. 2-3 hours."

Important Fields on Master Data Cards

Detailed descriptions of the fields for line texts can be found under Field Descriptions, Line Positions on Master Data Cards.

Best Practices

• Selective activation: Only activate Automatic Ext. Texts for master data where the texts should really appear in every document.
• Use conditions: Use language codes and document type filters to display texts only for relevant documents.
• Brief and concise: Keep line texts short, as they appear directly below the lines and should not overload the document.
• Multilingual: Create Extended Texts in all required languages for international customers.
• Regular maintenance: Check the Extended Texts regularly for currentness, especially with product changes.
• Manual alternative: If Automatic Ext. Texts is not activated, users can manually insert the texts as needed via the Extended Texts action in the document line.
• Item attributes: For item-specific attributes, you can define additional Extended Texts. For more information, see Advanced Features, Item Attributes.

Usage Notes

• A list of available table fields for placeholders can be found in the section Field Descriptions, Document Lines Fields.
• Use formatting sparingly to maintain readability. For more information, see Advanced Features, Formatting.
• Line texts are only displayed when the defined conditions are met. For more information, see Working with the App, Sorting and Conditions.
• Use the print preview of the document to test the positioning and appearance.

Frequently Asked Questions

What happens when I add an item with automatic Extended Texts to a document?

The stored Extended Texts are immediately inserted as line texts below the item line, provided they meet the defined conditions.

Can I still change the automatically inserted texts in the document?

Yes, you can manually edit or delete the texts in the document at any time. Changes do not affect the master data.

What if I don't activate "Automatic Ext. Texts"?

The Extended Texts are still available, but are not automatically inserted. Users can add them manually via the Extended Texts action in the document line.

Can I have multiple Extended Texts for the same item?

Yes, you can create any number of Extended Texts with different conditions (language, document type, period).

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, Beginning and Ending Texts
  Beginning and ending texts are Extended Texts that are automatically inserted before or after the document lines. They appear in sales, purchase, service, or job documents. Use these texts for notes, legal information, or individual messages to your customers...
• 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, 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...
• 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...
• 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...
• Field Descriptions, Line Positions on Master Data Cards
  NAVAX Document Text allows you to link Extended Texts directly to master data such as items, resources, G/L accounts, or service items. These texts appear automatically as line texts below the respective line when you use the corresponding item, resource, G/L account, or service item in a document...