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Auto Insert Different Extended Texts

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Posted on by DG-09071510-0

Hello,

Maybe I'm using the extended text feature wrong, but; I have differnt "notes" that need to be displayed on different documents.

ex. For one item, one note is specific to vendors and should only show on a purchase order. Another note for the same item is specific to customers and should only be visible on a sales order.

In the extended text field I can create these two individual texts and choose to which document each note applies. For one I choose purchase orders, the other I choose sales order.

When I select Automatic Extended Text on the item card, both texts are placed on both purchase and sales orders.

How can I set this up correctly?

Many Thanks,

Darrell

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Dynamics 365 Business Central

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Yash_Mistry 474 on at

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Hello,

On Item Card in Related > Item > Extended Text there is Configuration for on which Document you want the Ext. Text.

also make sure you have below Field set as True.

Hope this helps resolve your issue.
If this solution was helpful, please consider marking it as Verified Answer.

Thanks,
Yash Mistry

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Nimsara Jayathilaka. 5,001 Super User 2026 Season 1 on at

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you need to create two separate Extended Text records (headers) for the same item instead of putting both notes on different lines under a single record. Go to the Item Card > Related > Item > Extended Texts, and create a "New" entry containing only your sales note, ensuring that only the "Sales Order" toggle is enabled under the Sales FastTab. Then, click "New" again to create a second, completely separate Extended Text entry for that same item containing only your purchase note, with only the "Purchase Order" toggle enabled under the Purchases FastTab; when "Automatic Ext. Texts" is enabled on the item

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OussamaSabbouh 15,181 Super User 2026 Season 1 on at

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Hello Darrell,

you’re using the right feature, but check the setup on each Extended Text Header carefully: each note must be a separate extended text code, and on that code only the relevant document type toggle should be enabled — for example, vendor note = Purchases > Purchase Order only, customer note = Sales > Sales Order only. If both still insert automatically, I’d suspect either both texts have both document flags enabled, the wrong line/document type is being used, or there is a customization/extension affecting extended text insertion; as a quick test, turn off Automatic Ext. Texts on the item and use Insert Ext. Text manually on a sales order and purchase order to confirm which texts BC thinks are valid for each document.
Regards,
Oussama Sabbouh

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DG-09071510-0 54 on at

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Hi Everyone,

Thanks so much for the valuable input.

We do have a customization, which should only affect texts destinded for Assembly Orders. I wrote to our support team describing the issue of unwanted destinations. After testing this again today things are working as they should. I cannot explain why.

Thanks again for everyone's help in explaining the functionality.

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Jainam M. Kothari 15,960 Super User 2026 Season 1 on at

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Hello,

The issue occurs because enabling “Automatic Extended Texts” on the Item Card inserts all valid extended texts for that item during document creation, regardless of whether they are intended for Purchase or Sales documents.

To set this up correctly, create separate Extended Text records for the item and ensure that only the relevant document-type checkbox is enabled for each text (for example, enable only “Purchase Orders” for vendor notes and only “Sales Orders” for customer notes).

Additionally, the text lines should be maintained under separate Extended Text headers if required.

If both texts are still appearing on both documents, it is usually caused by overlapping selections such as enabling both Sales and Purchase options on the same extended text entry or by customization/extensions affecting the standard behavior.

As a workaround, many users disable “Automatic Extended Texts” and instead manually insert the required extended text using the Line → Functions → Insert Ext. Texts action, which correctly filters the text based on document type.

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YUN ZHU 100,212 Super User 2026 Season 1 on at

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Hi, hope the following can give you some hints.

Dynamics 365 Business Central: Automatically add extended text for items, general ledger accounts, and resources (Automatic Ext. Texts)

https://yzhums.com/70554/

Thanks.

ZHU

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Mansi Soni 9,156 Super User 2026 Season 1 on at

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Hello,

It's just because you have enabled Automatic Extended text boolean enabled, If you want extended text on specific pages then in that you can enable it for selected pages.

Hope this answer will help you as well!

Regards,
Mansi Soni

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