Master Data · Reference

Actions and results

What each Master Data button and automatic behaviour does, with worked numbers and what the system refuses.

On this page (38)

Dashboard Parties Party record Party record > Registrations & banks Bank and tax changes Duplicates and merges Templates and variants Template record Attributes Barcodes Customer item codes Supplier item codes Tracking policies and media Site defaults Account mappings Substitutes Catalogues Imports Data quality Field security Reports References Master Data features Master Data field settings Contacts list Customer 360 Record credit review dialog Custom fields Countries / States / Cities Products list Product record Product barcode lookup Duplicate Product Stock on hand Product categories Units of measure Variant attributes Brands / Product groups / Manufacturers

Dashboard

Action	When	What you do	What happens
Tiles match the registers	Some parties, a pending change, an open duplicate, templates in several stages	Open the dashboard; compare each tile with Parties (Released tab), Bank and tax changes (Awaiting), Duplicates, Templates tabs	Parties = released releases; shared count = parties released to more than one company; Changes awaiting = proposed requests; Duplicate candidates = open pairs (+ proposed merges); Templates by lifecycle add up to the template count
Adopt existing partners as parties (backfill)	Company with 3 partners that have no party; user with mdm.steward	Press 'Adopt 3 partners as parties'	3 parties PTY-xxxxxx created, each released to this company and pointing at its partner; a partner with a tax id gets an active unverified VAT registration; button disappears; audit 'mdm.parties.backfilled'. Two partners with the same TRN become two parties (not merged)

Parties

Action	When	What you do	What happens
Create a party	mdm.steward	New party: Legal name 'Test Trading LLC', Roles Customer + Vendor, B2B, Registration 100123456700003, AE; Save	Record opens PTY-xxxxxx; a partner of kind 'both' with an auto code is created in this company; Registrations tab shows VAT AE 100123456700003 active; the new partner is scanned for duplicates at once
Repeat create is idempotent	Network tools; same Idempotency-Key	Send the same New party request twice with one key (API); then the same key with another legal name	Second call returns the same id with repeated=true, no second party; different body -> 409 'This idempotency key was already used for a different request.'
Tabs and filters	Parties in released, suspended, archived	Click each tab; search by registration number; sort by Updated	Counts on the tabs match; search finds by code, name and registration; paging works

Party record

Action	When	What you do	What happens
Edit identity of an unshared party	Party released to this company only	Edit identity: change Trading name and Website; Save	Saved; revision +1; the partner's name / Arabic name stay in step with the party; event 'master version changed'
Rename a shared party	Party released to two companies; user without mdm.release	Edit identity: change Legal name; Save	Refused 'Renaming a party released to several companies needs the mdm.release permission.'; with mdm.release it saves and BOTH companies' partners show the new name
Partner rename follows / is blocked	Party A released to one company; party B shared	In Contacts / Customers rename partner A; then try to rename partner B	A: the party's legal name follows the partner. B: refused '<code> is the account of party PTY-..., which other companies share: change its legal name or tax number in Master Data.'
Release to another company	User member of company 2 with mdm.release there	Release to a company -> choose company 2 -> Release	'Released.'; company 2 gets its own partner (own code, terms 0 days) for the same party; Companies tab lists both; 'Shared' now Yes; releasing again -> 'The party is already released to that company.'
Suspend, archive, reinstate here	Released party	Suspend here; then Reinstate; then Archive here (confirm)	Status chip follows; archive sets the partner inactive (documents stay, new ones refused); when no release is left un-archived the party itself becomes archived; Reinstate makes partner and party active again
Add contact and address	Party open	Add contact (name, email, whatsapp); Add address: shipping, line 1, AE, Dubai, Dubai	Both listed on their tabs; counts on the smart buttons increase; a city outside the emirate is refused with the geography message
Companies tab hides other companies	Party released to company 2 where you are NOT a member	Open the Companies tab	Only this company (and companies you belong to) are named; company 2 is not shown

Party record > Registrations & banks

Action	When	What you do	What happens
Propose a bank account	mdm.steward	Propose (bank): Test Bank PJSC, IBAN AE07 0331 2345 6789 0123 456, SWIFT TESTAEAD, AED, proof ref; Propose	Message 'Proposed as MCR-000001; somebody else decides it under Change requests.'; nothing added to Bank accounts yet; request state proposed, domain finance, a 64-character hash
Propose a registration	Party with no active AE VAT	Propose (registration): VAT, AE, 100123456700003, valid from 2026-10-01	Request MCR-xxxxxx, domain tax, proposed; registration not active until approved

Bank and tax changes

Action	When	What you do	What happens
Approve a bank change	Request proposed by user A; user B with mdm.finance.approve	As B open the request; Approve this exact proposal	State approved; a new active bank account with approved time and the request's hash; if it replaced one (update), the old account becomes retired - never edited in place; event raised
Proposer cannot decide own request	Request proposed by A; A also holds mdm.finance.approve (or is superuser)	As A open it and Approve	Refused 'Somebody other than the person who prepared this change must decide it.' - superusers too
Wrong approver domain	Bank request; user with only mdm.tax.approve	Approve	Refused 'Deciding a bank account change needs mdm.finance.approve.'; for a registration without tax approval: 'Deciding a registration change needs mdm.tax.approve.'
Approval bound to the hash	A request open in B's dialog	Via API send decide with approve=true and a different payload_hash	Refused 'The proposal you are approving is not the one on record; reload it and review it again.'; nothing applied
Reject needs a reason	Proposed request; approver B	Reject -> leave the prompt empty -> OK; then Reject with a reason	Empty: 'Say why it is rejected.'; with reason: state rejected, note stored, nothing applied
Already decided	An approved request	Via API decide it again	Refused 'This request is already approved.'
Primary VAT approval updates the partners	Approved registration request VAT AE for a party released to two companies	Approve; open the party and both partners	Party registration = new number; every released partner's tax id = new number; the old registration (if update) retired
A newer proposal makes the older one stale	Open update request for bank account X	Propose another update for the same account X	The first request becomes 'stale' (visible under All); only the newest can be decided

Duplicates and merges

Action	When	What you do	What happens
Scan finds duplicates by rule	Partners: P1 and P2 same TRN; P3 and P4 'Test Trading LLC' / 'TEST TRADING' same mobile; P5 and P6 same email only	Scan partners	'N pairs found.' P1/P2 reason 'same registration number' confidence 90; P3/P4 'same name, same phone' 80 (LLC / Trading words ignored); P5/P6 NOT listed - an email alone is never a duplicate
Scan also pairs products	Two active products with the same barcode; two with the same name	Scan	Product pairs listed: 'same barcode' 90, 'same name' 50
Placeholder keys are skipped	More than 50 partners named 'Walk-in customer'	Scan	No pairs for that name; the scan response lists it in too_common
Not a duplicate	Open pair	Not a duplicate	Pair state dismissed, leaves the open list; a later scan does not reopen it
Propose a merge	Open pair P3/P4, no documents conflict	Propose merge -> survivor P3 -> Propose	Merge MRG-000001 proposed; Documents moved shows the count of documents and payments pointing at P4 (an impact count); Conflicts '—'
Apply a merge	Merge proposed by A; B with mdm.merge.approve	As B Approve (confirm)	State applied; P4 inactive; an alias resolves P4's id to P3 (/mdm/resolve/partner/<P4 id> returns P3); P4's release archived and, if its party has no other live release, party marked merged into P3's party; the P3/P4 pair 'merged', other pairs with P4 dismissed; P4's existing invoices stay on P4
Merge refused for different registrations	Pair P1/P2 where P2's TRN was corrected to another number	Propose merge	Refused 'Their registration numbers differ: they are two legal entities, and are not merged. Correct the wrong one instead.'
Merge decided by its proposer	Merge proposed by A; A has mdm.merge.approve	As A Approve	Refused 'Somebody other than the person who prepared this merge must decide it.'

Templates and variants

Action	When	What you do	What happens
Create a template	Attributes SIZE (S,M,L) and COLOUR (RED,BLUE) exist; product.manage	New template TSHIRT, Goods, category, unit, axes SIZE + COLOUR, price 50, cost 20; Save	Record opens in Draft; Validate button shown; no variants

Template record

Action	When	What you do	What happens
Lifecycle draft -> validated -> approved -> released	Template created by user A	A: Validate. A: Approve. B (mdm.steward): Approve. B: Release	Validate ok (needs category and base unit for goods). A's Approve refused 'Somebody other than the person who prepared this template must decide it.' (the validator also counts as preparer). B approves; Release makes every variant product active and 'Sellable'
Validate needs category and unit	Goods template without category and unit	Validate	Refused 'Give the template a base unit and a category before validating it.'
Out-of-order step	Draft template	Via API post /release	Refused 'A draft template cannot be released.'
Generate all variants (attribute matrix)	TSHIRT with SIZE (S,M,L) x COLOUR (RED,BLUE), draft	Generate all variants; then Generate again	First: '6 variants created.' SKUs TSHIRT-S-RED ... TSHIRT-L-BLUE, each its own product with price 50 / cost 20, Sellable 'Not until released'. Second: '0 variants created.'
Matrix limit	Axes whose values multiply to more than 500 (e.g. 26 x 20)	Generate all variants	Refused 'That is more than 500 variants; narrow the values first.'; nothing created
Add one variant and duplicate combination	TSHIRT with M/RED existing	Add one variant SIZE=M, COLOUR=RED	409 'TSHIRT already has the variant SIZE=M\|COLOUR=RED.'; a new combination (e.g. a new value XL) is created; after release it is active at once
Archive a template	Released template with variants	Archive (confirm)	Lifecycle archived; every variant product inactive (closed to new documents); history unchanged; Generate and Add variant no longer offered; archive again via API -> 'It is already archived.'
Locked after variants	Template with variants, draft	Via API PUT a different base unit or axes	Refused 'The template has variants; its type and base unit are fixed.' / 'The template has variants; its axes are fixed.'; a released template -> 'Only a draft or validated template is edited; reopen it.'

Attributes

Action	When	What you do	What happens
Create a list attribute with values	mdm.steward	New attribute SIZE, list, variant axis, values 'S, M, L'	Listed with values S, M, L; the attribute also appears in the product form's variant attributes (lookup kind attribute)

Barcodes

Action	When	What you do	What happens
GTIN check digit	A product	Register EAN13 6291000000013; then 6291000000014; then '629100000001'	First saved active. Second 'The check digit is wrong.' (sum of digits x3/x1 from the right: check = (10 - total mod 10) mod 10). Third 'An EAN13 code is 13 digits.'
One scanner identity	6291000000013 registered to product A; product B has its own barcode 6291000000020	Register 6291000000013 for B; then 6291000000020 for A	Both refused '<code> already identifies <product>.' - registered, product and packaging barcodes are checked against each other
Non-GTIN symbologies	A product	Register CODE128 'ABC-123' and QR 'https://example.com/p/1'	Saved without a length or check-digit check

Customer item codes

Action	When	What you do	What happens
Customer code is unique per customer and private	Customers C1, C2	Add C1 code 'X1' -> product A; add C2 code 'X1' -> product B; add C1 'X1' again	C1 and C2 may both use X1; the repeat refused '<C1 code> already uses X1 for a product.'; lookup API with C2 + X1 returns product B only

Supplier item codes

Action	When	What you do	What happens
Supplier code	Supplier S1	New code S1 / 'SUP-1' / product A; repeat it	First saved; repeat refused '<S1 code> already uses SUP-1.'

Tracking policies and media

Action	When	What you do	What happens
Propose and activate a policy (no stock)	Goods product with no lots; user A product.manage + mdm.steward	Propose version: lot, expiry, manufacture date, expiry 365, best before 300, removal 30, alert 60; Activate	v1 draft then active; the product's tracking = lot and expiry on; proposing v2 and activating it marks v1 superseded
Lot default dates from the policy	Active policy above; receive a lot with manufacture date 2026-10-01 and no dates	Receive the lot in Inventory; open the lot	Expiry 2027-10-01 (+365); best before 2027-07-28 (expiry minus 365-300 = 65 days); removal 2027-09-01 (expiry - 30); alert 2027-08-02 (expiry - 60). Dates typed on the receipt are never replaced
Tracking change with lots in stock	Product with 2 lots in stock, tracking lot; policy v2 tracking serial proposed by A with a 10-character plan	A: Activate; then rewrite the plan (20+ chars) as a new version and A activates; then B activates	Short plan refused '<code> has lots in stock. Write the reviewed conversion plan...'; A on own version refused 'Somebody other than the person who prepared this tracking change must decide it.'; B succeeds. The product form itself refuses tracking change: '<code> has lots in stock. Change its tracking through a tracking policy with a reviewed conversion plan.'
Upload product media	A product	Upload a 2000x1500 JPEG; then an SVG	JPEG kept as PNG scaled to 1600x1200, shown with size and audience 'channel'; SVG refused 'SVG and other markup are not accepted; upload a PNG, JPEG or WebP picture.'

Site defaults

Action	When	What you do	What happens
New version supersedes	Product A at Main warehouse v1 min 10 max 100	New version: min 20 max 200 reorder point 40 lead 7	v2 active, v1 superseded; list shows both; max 0 is allowed (no maximum)

Account mappings

Action	When	What you do	What happens
Draft and activate a mapping	User A product.manage; user B mdm.finance.approve	A: New mapping category 'Test cat', sales 4000 (income), stock 1300 (asset). B: Activate	Draft MAP-000001 v1, then active; previous active mapping of that category superseded; the category's stock account = 1300
Activation checks account kinds	Draft with stock account = an income account	B: Activate	Refused '<code> <name> is an income account; the stock account must be asset.'; a non-posting or inactive account -> '<code> is not an active posting account.'
Maker-checker on mappings	Draft by A; A holds mdm.finance.approve	A: Activate	Refused 'Somebody other than the person who prepared this account mapping must decide it.'; user without the permission: 'Activating an account mapping is Finance's decision (mdm.finance.approve).'

Substitutes

Action	When	What you do	What happens
Propose and approve a substitute	User A product.manage; user B mdm.steward	A: New substitute A -> B ratio 2, one way. A: Approve. B: Approve	Draft; A's approve refused 'Somebody other than the person who prepared this substitute must decide it.'; B approves -> approved; approve again -> 'This substitute is already approved.'
Use on a confirmed order (API)	Approved A -> B ratio 2; confirmed sales order line A qty 10 at AED 50, 4 delivered	POST /mdm/substitutions with the substitute, order and line	A Sales change order is requested: line A reduced to 4, add B qty 12 (6 open x 2) at AED 25.00 (50 / 2); substitution 'requested' until another person approves the change order; an unapproved or expired substitute -> 'This substitute is not approved for that product today; it cannot be used.'

Catalogues

Action	When	What you do	What happens
Publish a product	Catalogue WEB; released, sold product at price 50	Open WEB -> choose the product -> Publish	Row published v1 with price 50.00; Published count 1; public GET /api/v1/catalogue/<key>/products lists code, names, unit, price, tax rate, barcode, channel images - no cost
Payload is a snapshot	Product published at 50	Change the product price to 60; read the public API; then Publish again	Public API still 50.00 (v1) until republished; after Publish it shows 60.00 as v2
Withdraw and checkout check	Two published products P-A 10.50, P-B 5.00	Public checkout lines P-A x2, P-B x1; Withdraw P-B; checkout again	First: subtotal 26.00 (2 x 10.50 + 1 x 5.00). After withdraw: 'P-B is not available in this catalogue.'; GET products/P-B -> 404 'Product not found.'
Unsellable products not published	An inactive product (e.g. a variant of an unreleased template)	Publish it	Refused 'Only an active product that is sold can be published.'

Imports

Action	When	What you do	What happens
Preview with errors	mdm.import; units 'Unit' active	Upload CSV of products: row1 valid; row2 empty name; row3 same code as row1; row4 unit 'Box9'; row5 price 'abc'	Batch IMP-000001 previewed: 5 rows, 1 valid, 4 quarantined-to-be; problems 'name: missing', 'code: <code> appears twice in the file', "unit: 'Box9' is not an active unit of measure", "price: 'abc' is not a number"; NOTHING written to products yet
Commit valid rows only	The batch above	Write 1 valid rows	State committed; Written 1; the invalid rows state quarantined; the product exists; commit again -> 'This import is already committed.'
Discard	A previewed batch	Discard	State discarded; nothing written; Discard / Write buttons gone
Partner import	CSV partners: code blank, name, kind both, market consumer, tax_id	Upload with Import = Partners; Write	Partner created with an auto code; kind 'vendor' -> 'kind: customer, supplier or both'; existing code -> 'code: <code> is already a partner'
Row refused at commit	A valid-looking row the product save refuses (e.g. barcode taken between preview and commit)	Commit	That row quarantined with the save's reason added to its problems; other rows still written

Data quality

Action	When	What you do	What happens
Completeness arithmetic	10 active products; rule products.barcode; 3 lack a barcode; one of them has an approved exception	Open Data quality and the Completeness report	Totals: 7 complete, 1 excepted, 2 incomplete of 10; the excepted row shows its reason; dashboard tile 'Complete products' = 7
Exception maker-checker	Missing row; user A proposes an exception	A: Exception with reason; A: Approve; B: Approve	Proposed - record still counts missing; A's approve refused 'Somebody other than the person who prepared this exception must decide it.'; B approves -> excepted
Exception expiry	Approved exception Until yesterday (company local date)	Reload the report	The record is missing again

Field security

Action	When	What you do	What happens
Hide a custom field from a role	Product custom field 'origin'; user X without mdm.steward	Restrict origin: read permission mdm.steward, exportable off; X opens the product and exports the list	X does not see origin on the record, list or export; a steward sees it but it is not in exports
Write restriction keeps the value	origin restricted with write permission mdm.steward; X can edit products	X edits the product changing origin; Save	Save succeeds; origin keeps its stored value

Reports

Action	When	What you do	What happens
Each report runs	Data in each area	Open the six reports	Columns as listed; totals above; UOM audit shows the Unit conversions card; flags shown as ticks / crosses
UOM and barcode audit flags	A product barcode with a bad check digit made before this module; a dimension with two ratio-1 units	Open UOM and barcode audit	Bad code: Check digit ✗, bad_check_digit count 1; duplicate codes: Unique ✗ with both holders; dimension problem '2 reference units'

References

Action	When	What you do	What happens
Offer / withdraw a language or time zone	Languages list	Withdraw 'fr'; then Offer it	Offered flag toggles; withdrawn entries are no longer offered for new use (deployment-wide)

Master Data features

Action	When	What you do	What happens
Switching a feature off	Company admin	Turn off 'Governed imports'; open Master Data; try an import via API; re-enable	Imports menu disappears; upload refused 'Governed imports is disabled for this company.'; existing batches still readable via GET; back on -> works

Master Data field settings

Action	When	What you do	What happens
Required Trading name	Field setting Trading name = Required	New party without Trading name	Refused 'Trading name is required.'; set to Hidden: a value sent on New party refused 'Trading name is turned off.'

Contacts list

Action	When	What you do	What happens
Open, search, filter, group	Several test contacts, some archived	Open Contacts; search part of a name, then an email; remove the Active filter; filter Type = Supplier; group by Market; sort by Code	Matching rows only; archived rows appear only without the Active filter; tallies by type match the rows; 80 rows a page with paging
Open a contact by link	Contact CUST-00001 exists	Open a contact; copy the address bar (/contacts/contacts/CUST-00001); paste in a new tab	The same record opens directly (by code); a code that does not exist answers 'Record not found.'

Customer 360

Action	When	What you do	What happens
Create a company customer	partner.manage (and, today, company admin to see New)	New contact; Legal Name 'Test Trading LLC'; Entity Company; Country UAE, Emirate Dubai; Contact Type Customer; Save	Saved; record opens; code auto CUST-nnnnn when left blank; status Active; History shows the creation; Contacts list shows it
Create an individual (B2C) customer		New contact; Entity Type Individual; Market Consumer (B2C); name 'Test Person'; mobile +971500000003; Save	Saved as an individual; list Market column shows B2C
Create a supplier		New contact; Contact Type Vendor; name 'Test Supplier LLC'; Save; open a new RFQ	Saved with kind supplier; it is offered as supplier on purchase documents and NOT as customer on sales documents ('Choose an active customer or supplier for this document.' if forced)
Customer & vendor		Set Contact Type Customer & vendor; save; use it on a quotation and on an RFQ	Accepted on both sides; header chip 'Customer & vendor'; summary counts both receivable and payable
Code rules		New contact with code 'cust-test01'; save; then try to change the code by API	Stored as CUST-TEST01; the code box is disabled after save; API change refused 'Customer code cannot change after creation.'
Required fields refused		New contact; clear Legal Name; Save	Refused 'Name: Enter valid text (maximum 160 characters).'; the screen opens the tab of the refused field
Edit and save, change history	A test customer	Edit; change phone, payment days 30, risk Medium; Save; open History tab	Saved; 'Saved.'; History rows list each changed field with old and new value, user and time
Discard unsaved changes		Edit; change the name; press Back to list	Prompt 'Discard unsaved customer changes?' with Keep editing / Discard changes; Discard leaves the stored record unchanged
Edit conflict	Same customer open in two browsers	Save a change in browser A; then save a different change in browser B	Browser B is refused 'This record changed. Reload it before saving.'; nothing of B is written
Archive and restore	A customer with no open work	More > Archive; check the list; More > Restore	Archived: disappears from the default list, status chip Archived, cannot be chosen on new documents ('Choose an active customer or supplier for this document.'); Restore brings it back
Registered needs a TRN		Tax Registration = Registered; leave VAT Number / TRN empty; Save; then enter 100000000000003 and save	First save refused 'Tax id: Enter a tax registration ID for a registered customer.'; second saves; header chip 'VAT: 100000000000003'
Address book		Addresses & Contacts: Add address; Purpose Billing; Country UAE; Emirate Dubai; City Business Bay; second address Delivery; mark Billing primary; Save	Both saved; only one primary; Sales & Delivery > Default Ship-To lists both rows
Address validation		Add an address with country UAE but no emirate; Save. Then pick Dubai with a Sharjah city	Refused 'Choose the emirate for this address.'; then 'Choose a city or area that belongs to the selected state.'
Contact persons		Add person 'Test Buyer', role Procurement, email buyer@example.test, preferred WhatsApp, primary; add a second with email 'x@y'; Save	Refused 'Enter a valid contact-person email.'; fix the email; saved with one primary person
Add a bank account	partner.manage + partner.bank.reveal	Finance & Credit: Add bank account; Bank 'Test Bank PJSC'; IBAN 'ae07 0331 2345 6789 0123 456'; SWIFT TESTAEADXXX; Save	Saved with IBAN stored AE070331234567890123456 (spaces removed, upper case); first row primary; status Unverified; audit records the change
Bank validation		IBAN 'AE12'; then SWIFT 'TEST'; then two primary rows (API); then 11 bank rows (API)	'Enter a valid IBAN (country, check digits, then the account).' / 'Enter an 8 or 11 character SWIFT / BIC.' / 'Only one bank account can be primary.' / 'Use at most 10 bank accounts.'
Payment terms	Payment term 'Net 30' exists	Choose Payment Terms Net 30; also set days 45; Save; raise an invoice	Saved; the invoice due date follows the chosen term; with no term chosen it is invoice date + payment days (e.g. 1 Oct + 45 = 15 Nov 2026)
Payment days range		Payment terms (days) = 400; Save	Refused 'Payment days: Payment terms must be 0–365 days.'
Credit exposure arithmetic	Customer with Credit limit 50,000 (Finite); one confirmed order of 10 units x AED 1,000, 10% discount, VAT 5%, not delivered; one posted invoice AED 15,000 not due	Open Finance & Credit > Credit Exposure	Open Sales Orders = 10 x 1,000 x 0.90 x 1.05 = 9,450.00; Open Invoices 15,000.00; Total Exposure 24,450.00; Available 25,550.00; Utilisation 48.9%; status Good (green)
Utilisation bands	Same customer	Raise exposure to 35,000 then 46,000 then 51,000	35,000 = 70.0% -> Watch (amber); 46,000 = 92.0% -> Limit near (red meter above 90); 51,000 = 102.0% -> Limit exceeded; available -1,000.00 shown red
Temporary limit	Base 50,000; today 2 Oct 2026 (Dubai)	Temporary Limit 10,000 valid 2026-10-01 to 2026-10-31; Save. Then set valid 2026-11-01 to 2026-11-30	First: Temporary Limit 10,000, Effective Limit 60,000. Second: temporary shows '—', effective back to 50,000. Without dates refused 'A temporary credit limit needs the dates it is valid between.'
Credit check on order confirm (Hard block)	Limit 50,000, exposure 35,000, policy Hard block	Create and confirm a sales order of AED 20,000 incl. VAT	Refused 'Credit check: This takes exposure to 55000.00, 5000.00 over the limit of 50000.00.' (an approved credit override in Finance > Credit control can release it)
Credit check under Warn only / No credit check	Same numbers	Policy Warn only, confirm; then policy No credit check, confirm	Warn only: order confirms with a warning naming the excess; No credit check: no warning
Limit mode Not set / Unlimited / Blocked	Customer without a limit figure	Leave limit blank (Not set) under Hard block and confirm an order; then Unlimited; then Blocked	Not set: status 'No limit set', refused 'No credit limit is set for this customer, so this sale has no credit to draw on.'; Unlimited: allowed ('Credit is unlimited by decision and nothing is overdue.'); Blocked: refused 'Credit is blocked for this customer.'
Zero limit is zero credit	Limit 0, mode Finite, policy Hard block	Confirm any order	Status Limit exceeded 'The credit limit is zero, so no credit is available.'; the order is refused - 0 never means unlimited
Overdue status	An invoice due 10 days ago, AED 3,000 open	Open the record	Status Overdue: '3000.00 is overdue, the oldest by 10 days.'; Overdue tile shows the amount in warning colour
Transaction hold by type	A customer with a draft order and a draft invoice	Controls & History: Hold Type Sales orders, reason 'Test hold'; Save; confirm the order; post the invoice	Confirm refused 'Customer transaction hold: Sales orders. Test hold'; the invoice still posts. With All transactions both refused (purchase side too). Header note 'Hold: Sales orders'
Blocked and blacklisted		Overview: Blacklist on with reason 'Test'; Save; confirm a sales order. Then Blacklist off, Blocked on	Refused '<name> is blacklisted: Test.'; then '<name> is blocked.' ; credit status Blocked; refunds and reversals stay possible
Hold needs a reason		Hold Type Invoices, no reason; Save. Then On Hold switch on with no reason	'Enter a reason for the transaction hold.' / 'Enter a reason for the hold.'
Registered documents and expiry	Saved customer; today 2 Oct 2026	Documents: Add Trade License expiring 2026-12-31; VAT Certificate expiring 2026-09-30; Attach a PDF to the first; Save	Trade License status 'Expiring · 90d'; VAT Certificate 'Expired'; a third expiring in 2027-06 shows Valid; the PDF opens from the row and appears under All Files
Logo	Saved customer	Overview: Upload Logo (PNG)	Saved at once without Edit; shown on the Overview; a non-image refused 'The logo must be an image uploaded to this company.'
KPI tiles and drill-down	Customer with orders and invoices	Click Total Receivable, Overdue, Open Sales Orders, Open Invoices	Each opens the right list filtered to this customer; figures equal the open items list (foreign-currency items in AED at their frozen rate)
More menu shortcuts		More > New quotation; More > Sales orders; More > Open items and statement	A new quotation opens; the lists open filtered by the customer name
Print	A print template for partners exists	Print > (partner document type)	Preview opens for this contact; Print disabled while editing
Pager	Several contacts on the list page	Open a contact; use Next / Previous	Moves through the list page in order; hidden while editing
Custom field on contacts	Admin defined a required text field 'Emirates branch'	Create a contact without it; then with it	Refused 'Emirates branch is required.'; then saved; the field appears as an optional column on the list

Record credit review dialog

Action	When	What you do	What happens
Record a credit review	Limit 50,000, risk Medium; credit.limit.reveal	Finance & Credit > Record credit review; limit 75,000; risk Low; reason; next review 2027-04-01; Record review	Limit becomes 75,000, risk Low, Last Credit Review today, Reviewed by you; a row in Credit Review History with old 50,000.00, new 75,000.00, exposure at the time; it cannot be edited or deleted (a form save keeps it)
Review needs a reason		Open the dialog; leave Reason empty	Record review button stays disabled; API without reason refused 'Reason: Enter valid text (maximum 240 characters).'

Custom fields

Action	When	What you do	What happens
Add a custom field	Company administrator	Add custom field; Applies to Contacts; Key 'emirates_branch'; Label; Type Text; Save; add the same key again	Created; shown on the contact General tab; the second refused 'That key is already used on this model.'

Countries / States / Cities

Action	When	What you do	What happens
Geography masters	Administrator	Create country ZZ 'Testland', division name Province; a state TST under it; a city and an area within the city	All saved; the address picker for Testland is labelled Province; an area without a city refused 'An area needs the city it belongs to.'

Products list

Action	When	What you do	What happens
Search, filter and open	Some products, one with a picture	Search by barcode; filter Type; show the Barcode column; open a row	Correct rows; thumbnails for products with a picture; On hand shows '—' for services

Product record

Action	When	What you do	What happens
Create a stocked product	product.manage; unit 'Unit', category 'Furniture', tax code VAT5	New product; code TST-1001; name; type Stocked goods; unit Unit; category; price 899; cost 450; Taxes VAT5; Save	Saved 'Saved successfully'; opens read-only; Tax % 5.00; Inventory, Logistics tabs present; list shows the row
Create a service		New product; type Service; price 300; Save	Saved with kind service; no Inventory / Manufacturing / Logistics tabs; On Hand and Forecast smart buttons hidden; Manufacturing toggle refused if forced
Product type locks	A goods product on a confirmed sales order; another goods product with 5 on hand	Change the first to Service; change the second to Non-stocked goods	First: 'This product is already on documents, so it cannot switch between stocked and non-stocked. Create a new product instead.'; second: 'This product has stock. Set on-hand quantity to zero before making it a service or non-stocked item.'
Edit conflict	Product open in two browsers	Save price change in A, then cost change in B	B refused 'This record changed. Reload it before saving.'
Archive, discontinue, restore		Status Discontinued; Save; then More > Archive; then Restore	Discontinued: chip Discontinued, Active for Purchase off and locked ('A discontinued product is not bought.'), RFQ refused 'This product is disabled for this document type.'; Archived: new documents refuse 'Archived products cannot be added.'; Restore: Active
Price and cost history	product.cost.view	Change price 899 -> 949 and cost 450 -> 470; Save; open Sales & Pricing and Controls & History	Price History rows: Sales price 899.00 -> 949.00 and Standard cost 450.00 -> 470.00 with user; change history lists both fields
Multiple tax codes	Tax codes VAT5 (5%) and a test levy LEVY2 (2%) for sale	Taxes: VAT5 + LEVY2; Save; then remove both	Combined rate 7.00% and Tax % 7.00 on the list; documents use 7%; removing all sets 0.00% ('No tax')
Cost hidden without permission	User without product.cost.view	Open a product; edit price; Save	Standard Cost shows '•••', Accounting tab says it is for people who may see cost, supplier Quoted Cost column hidden; the save does not change the cost
Unit of measure and base unit	Units kg (weight, 1) and g (weight, 0.001)	Choose unit g; look at Base Unit; post a receipt; try to change the unit	Base Unit shows kg; after the product is used the change is refused '<CODE> is already on posted documents or stock moves, so its base unit is fixed...'
Generate and print barcode	Product in edit with no barcode	Click the barcode button; Save; click it again; Labels 24; Print	A 13-digit in-store EAN starting 2 with a correct check digit; after save the button opens Print Barcode Labels; a page of 24 Code 128 labels opens; count 200 is printed as 120
Barcode uniqueness	Product A has barcode 6291000000017	Give product B the same primary barcode; then as B's alternate; then as B's packaging barcode	'6291000000017 already identifies A.' / 'Barcode and PLU values must be unique across products.' (both other cases)
Scale barcode setup		PLU 12345; Scale mode Embedded weight; prefix 21; decimals 3; Save. Then PLU 123	Saved; with PLU 123 refused 'Scale barcodes require a two-digit prefix and five-digit PLU.'
Variants to products	Parent TST-1001 price 899, cost 450	Variants: Color Red SKU TST-1001-RED price diff 50 cost diff 20; Color Blue SKU TST-1001-BLU; Save; click Create product on each	Message 'Product TST-1001-RED created.'; new product name 'Test Office Chair - Red', price 949.00, cost 470.00, own stock; Blue 899 / 450; the row links to the variant product; a second click refused 'This variant already has its product.'
Variant refusals		Two rows with the same SKU; a row with attribute 'Shade' (API); create a product before saving the row; a SKU equal to an existing product code	'Each variant needs its own SKU.' / 'Shade is not a variant attribute. Add it under Configuration > Variant attributes.' / button shows 'Save first' / 'Another product already uses this SKU as its code.'
Supplier references and preferred supplier	Two supplier contacts	Purchase tab: add both; mark one Preferred with quoted cost 420; Save; More > Create purchase	Saved; the dialog pre-selects the preferred supplier; Create RFQ opens a draft RFQ at 420.00 for qty 1; a customer-only contact refused 'Choose a supplier contact.'
Packaging		Add Carton qty 6 with barcode; Pallet qty 240; Save	Saved; a scan of the carton barcode adds 6 units; duplicate names refused 'Packaging names must be unique per product.'
Quick sale	document.draft; product sale enabled	More > Create sale; customer; quantity 5; Create quotation	A draft quotation opens with 5 x sales price and the sales description; a product with Can be Sold off has no Create sale (API refuses 'This product is not for sale.')
Stock figures and reordering rule	Goods product: 10 on hand in Main, 2 reserved, incoming PO 5, outgoing order 3; inventory.operate	Open Inventory tab; add rule Main min 10 max 50; Save rule	On Hand 10, Reserved 2, Available 8, Incoming 5, Outgoing 3, Forecast 12 (10+5-3); stock by warehouse; rule listed; min 50 max 10 refused 'Maximum must not be below minimum.'
Tracking change locked by stock	Product with 4 on hand, tracking none	Set tracking Lot; Save	Refused 'Set on-hand quantity to zero before changing tracking or valuation scope.'; at zero stock it saves
Expiry needs lot tracking		Tracking none, Expiry Management on (API); then tracking Lot + expiry + shelf life 365	'Expiry management requires lot tracking.'; with Lot it saves; FEFO removal can be chosen
Category accounts and overrides	Category Furniture costing FIFO, stock account 1300; product.cost.view	Accounting tab: look at Valuation; set COGS override to a test COGS account; receive and sell 1 unit	Costing method FIFO and accounts inherited from the category; the sale's cost of goods posts to the override; Revenue override is marked 'recorded' and not used yet
Share product with another company	You hold product.manage in companies A and B	General > Company Access: tick B; Apply sharing; set B's cost 455 and price 925; edit the name in A	'Shared with B'; B has a linked copy with its own cost 455 / price 925; renaming in A also renames in B; cost and stock stay per company; unticking B with stock refused '<B> still holds stock of <CODE>; it stays shared until that stock is zero.'
Product documents	Saved product	Documents: type Datasheet, upload a 1 MB PDF; then remove it	Listed with type, size and date; download works; removal asks the current revision and records history; a 12 MB file refused 'Keep a document under 10 MB.'
Product image save		Edit; drop a 1 MB PNG; Save; then a 3 MB JPEG; Save	1 MB saved and shown in the list thumbnail; 3 MB passes the screen check (5 MB) but the server refuses: 'Product saved; the image was not. Save again. Images must be no larger than 2 MB.'
Print product sheet		Print > Product sheet	An HTML product sheet opens in a new tab with code, name, prices allowed to you
Smart button drill-downs	Product with sales and purchases	Click On Hand, Forecast, Sales, Purchases	Each dialog shows the figures behind the count with a link to the full list filtered by the product code; Forecast below zero shows in warning colour

Product barcode lookup

Action	When	What you do	What happens
Scan resolves the product	Product with primary, alternate (Supplier) and packaging Carton = 6	Look up each code (scanner field / GET product-barcodes/{code})	Primary -> qty 1 source primary; alternate -> source supplier; carton barcode -> source packaging, unit Carton, quantity 6; unknown -> 'No product has this barcode.'

Duplicate Product

Action	When	What you do	What happens
Duplicate a product	TST-1001 with barcode, variants, suppliers, packaging	More > Duplicate product; leave code blank; tick Copy purchasing and Copy packaging; Duplicate	New product TST-1001-COPY 'Test Office Chair (copy)' opens; price and cost 0 (pricing not ticked); suppliers and packaging copied but packaging barcodes blank; no primary barcode, PLU, alternates or variants; picture copied

Stock on hand

Action	When	What you do	What happens
Stock on hand report	Goods products with receipts	Catalogue > Reporting > Stock on hand; switch to Pivot	One row per goods product with On hand, Standard cost and Stock value (from the valuation layers, equal to the product On Hand); services not listed; pivot adds them up. Check a company with more than 80 products

Product categories

Action	When	What you do	What happens
Category tree and costing	reference.manage	New category OFFICE; New category CHAIRS with parent OFFICE, costing FIFO; then set OFFICE's parent to CHAIRS	Both saved; the loop refused 'Category hierarchy cannot contain a cycle.'; Products smart button opens products searched by the category name

Units of measure

Action	When	What you do	What happens
Unit ratio frozen once used	Unit 'g' (weight 0.001) used by a product	Change its ratio to 0.01	Refused 'A unit used by products cannot be redefined. Create a new unit.'; an unused unit changes

Variant attributes

Action	When	What you do	What happens
Default and new attributes	A new test company	Open Variant attributes; add 'Voltage'; add 'color' again; rename 'Color' after a product uses it	Six defaults appear on first open (Color, Size, Material, Capacity, Pack size, Flavor); Voltage offered on the Variants tab; 'There is already a variant attribute with this name.'; 'A variant attribute used by products cannot be renamed. Archive it and add a new one.'

Brands / Product groups / Manufacturers

Action	When	What you do	What happens
Archive a master in use	A brand used by products	Archive the brand; open a product using it; open a new product	The existing product keeps and still saves its brand; the archived brand is not offered on the new product; (API) choosing it refused 'Select an active master of the correct type.'

Updated 3 October 2026