This page describes how to use, edit, and manage line texts in your daily documents.
Note
Information about setting up line texts can be found under Setup, Line Texts.
What Are Line Texts?
Line texts are Extended Texts that appear directly below a document line and refer to a specific item, resource, G/L account, or service item. They are suitable for:
Product descriptions - e.g., technical specifications, care instructions
Delivery information - e.g., delivery time, availability
Line texts are inserted into documents in the following situations:
Automatic Insertion
Texts are automatically inserted when:
On the master data card (item card, resource card, etc.) the Automat. Ext. Texts field is enabled
Corresponding Extended Texts are set up
The conditions are met (document type, language, period)
You add an item, resource, G/L account, or service item to the document line
Manual Insertion
You can add or change texts manually:
Via the Line Text field in the document line
Via the Line action > Line Texts in the ribbon
Directly on the Document Text Lines page
Example: Line Text on a Sales Order
Document Type
Sales Order
Item
1896-S
Standard Text Code
1896-S
Line Text
Please note the care instructions on the packaging.
Step-by-Step Guide: Automatic Insertion of Line Texts
This example shows how line texts are automatically inserted when adding an item to a sales order.
Open the Sales Orders page. You can find this via Tell me what you want to do? or directly on the home page if you have the role Sales Order Processor.
Click on the desired sales order in the list. The detail view of the document opens.
Fill in the fields in the sales order header as usual
Create a line with Type Item, select the desired item and add it, e.g., Item 1896-S.
As soon as you leave the No. or Description field, the line texts are inserted
Using the AssistEdit function of the Line Text field, you can open the Document Text Lines page. There you can see all automatically inserted line texts and adjust them if necessary.
Optional: You can further edit the automatically inserted texts in the Text Editor, e.g., supplement or format them.
For more information, see Advanced Features, Text Editor and Placeholders.
Optional: In the text editor, you can use placeholders for table fields of the document line. This allows you to automatically insert, for example, the Description or the GTIN.
For more information, see Advanced Features, Text Editor and Placeholders.
Optional: Use the formatting options to design the text according to your preferences (font type, size, color, paragraph alignment).
For more information, see Advanced Features, Formatting.
With the fields Sales Quote, Sales Order, Sales Shipment, Sales Invoice, Sales Proforma Invoice, and Sales Draft Invoice, you control on which documents the text should appear. Example: If you select Sales Invoice and post the document, the text appears on the posted invoice.
When you print the document as a preview, below the item line, for example, Please note the care instructions on the packaging. is displayed. The date is automatically filled from the Quote Valid Until Date field.
Step-by-Step Guide: Changing or Manually Adding Line Texts
On the Document Text Lines page, you can see all text lines of the selected document. You can edit these lines, add new ones, or delete them.
Open the Sales Orders page. You can find this via Tell me what you want to do or directly on the home page if you have the role Sales Order Processor.
Click on the desired sales order in the list. The detail view of the document opens.
Click on the Line Text field or select the Line action, Line Texts. You will go to the Document Text Lines page.
Click in the Text field to open the text editor. Enter the desired text, e.g., Please note the care instructions on the packaging. You can also paste longer texts from other programs.
For more information, see Advanced Features, Text Editor and Placeholders.
Note
If the page from which the text editor is called is not editable or is not in edit mode, the text in the editor is also not editable.
Optional: In the text editor, you can use placeholders for table fields. This allows you to automatically insert, for example, the Description or the GTIN.
For more information, see Advanced Features, Text Editor and Placeholders.
Optional: Use the formatting options to customize the text (font type, size, color, alignment).
For more information, see Advanced Features, Formatting.
Select the appropriate fields (Sales Quote, Sales Order, Sales Shipment, Sales Invoice, Proforma Invoice, Draft Invoice). This determines on which documents the text appears. Example: If you select Sales Invoice and post the document, the text appears on the posted invoice.
When you print the document as a preview, below the item line, for example, Please note the care instructions on the packaging. is displayed. The date is automatically filled from the Quote Valid Until Date field.
Practical Scenarios
Scenario 1: Automatic Care Instructions for Textiles
Situation: All textile products should automatically display care instructions on documents.
Solution: Set up an Extended Text with care instructions for each item and enable Automatic Ext. Texts on the item card.
Result: When adding the item, the text appears automatically below the item line.
Scenario 2: Resource-Specific Notes
Situation: A technician has special qualifications that should be mentioned on service orders.
Solution: Store an Extended Text with the qualifications on the resource card.
Result: When this resource is selected, the text is automatically inserted below the resource line.
Scenario 3: One-Time Note for an Item Line
Situation: You want to add a special note about the delivery address only for a specific order.
Solution: Open the Document Text Lines via the Line Text field and insert the text manually.
Result: The text appears only below this specific item line in this document.
Scenario 4: G/L Account Explanations
Situation: Shipping costs should be provided with an explanation.
Solution: Set up an Extended Text on the G/L account card for shipping costs.
Result: When using the G/L account, the explanation appears automatically.
Check Line Text field: A symbol or value in the Line Text field shows whether texts exist for this line.
Check texts before posting: Use the print preview to see how line texts appear on the document.
Use automatic insertion selectively: Enable Automatic Ext. Texts only for items/resources where the text should really appear in every document.
Manual alternative: If Automatic Ext. Texts is not enabled, you can insert texts manually as needed via the Line Texts action.
Control follow-up documents: Decide individually for each text whether it should also appear on follow-up documents (e.g., posted invoice).
Multiple Extended Texts: You can create multiple Extended Texts for the same item with different conditions (e.g., different languages).
For more information, see Working with the App, Sorting and Conditions.
Item attributes: NAVAX Document Text offers the ability to use line texts for item attributes.
For more information, see Advanced Features, Item Attributes.
Frequently Asked Questions
Why are my line texts not automatically inserted?
Check the following points:
Is NAVAX Document Text activated in the document text setup?
Is the Automatic Ext. Texts field enabled on the master data card?
Are the Extended Texts activated for the correct document type (e.g., Sales Order)?
Do the conditions (language, period) match the document?
Can I change automatically inserted line texts in the document?
Yes, you can manually edit or delete any automatically inserted text in the document. Changes do not affect the master data.
Where exactly do line texts appear in the document?
Line texts appear directly below the document line to which they refer (e.g., below the item line). They are visually separated from the main line.
Can there be multiple line texts below an item line?
Yes, you can have multiple line texts below the same item line. The sorting sequence in the Extended Texts determines the order in which they appear.
How do I remove an automatically inserted line text?
Open the Document Text Lines via the Line Text field and delete the corresponding line. The text is removed only from this document, not from the master data.
Are line texts transferred to posted documents?
Yes, if the corresponding follow-up documents are activated in the document text lines (e.g., Sales Invoice). The texts are transferred to the posted documents when posting.
What is the difference between line texts and beginning/ending texts?
Line texts appear directly below a specific document line and refer to an item/resource/G/L account. Beginning and ending texts appear at the beginning or end of the entire document.
For more information, see Working with the App, Using Beginning and Ending Texts.
Troubleshooting
Problem: Line texts appear for all items, although configured for only one
Cause: The Extended Text may be configured as a general beginning or ending text instead of a line text.
Solution: Check whether the Extended Text is really stored on the item card and not on the Standard Text Codes as document beginning/ending text.
Problem: Texts for different items are identical
Cause: The same Standard Text Code may have been used for multiple items.
Solution: Create separate Extended Texts for each item that requires different texts.
Problem: Line texts do not appear in the correct language
Cause: The language code in the Extended Texts does not match the document language.
Solution: Create Extended Texts for each required language and ensure that the language code is set correctly.
Problem: Placeholders in line texts are not replaced
Cause: The placeholder is misspelled or the field does not exist in the document line table.
Solution: Check the exact spelling of the placeholder (format: ##FieldName##). Available fields can be found under:
For more information, see Field Descriptions, Document Lines Fields.
Best Practices
Text Organization
Create separate text modules for different items or item groups to ensure flexibility.
Use meaningful names for standard text codes so you can see at a glance what the text is used for.
Use sorting in text modules to control the order of multiple line texts.
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...
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...
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...
Using Line Texts
