The extended text feature in Business Central lets you add long, detailed item descriptions far beyond the 100-character limit. This guide shows how to set it up, control where it appears, and insert it on a sales document.
If you have ever hit the item description limit in Business Central, extended text is the answer. So instead of cramming details into 100 characters, you add as much description as you need. In this guide, we explain the limit, how to set up extended text, and how to add it to an order. Along the way, you will see how dates and document types keep it under control.
The 100-Character Description Limit
Every item in Business Central has a description field. However, that field stops at 100 characters. So if you want to tell the customer more, you quickly run out of room.
This limit catches many people by surprise. After all, 100 characters disappear fast. So a product name, a size, and a short note can fill it instantly. As a result, the truncated detail often hides what matters most.
Picture a special edition desk with a long engraved poem. Naturally, you want the full text on the order, so the customer knows exactly what they will get. However, the description field simply truncates it. As a result, the most important detail gets cut off.
What Extended Text Is
Extended text solves this neatly. In short, it is a separate block of description that you attach to an item. So you keep the short field tidy, while the long detail lives in its own place.
Think of it as a notes panel for the item. Because it sits beside the item, it travels with it everywhere. So once you set it up, it is always within reach. In short, the detail is never lost.
Better still, you are not limited to one line. Each line still holds 100 characters, but you can add as many lines as you like. As a result, a long poem, a full spec sheet, or detailed care instructions all fit comfortably.
It also keeps your data clean. Rather than stuffing everything into one field, you separate the summary from the detail. So your reports stay readable. Meanwhile, the full story is only one click away.
Now think about scale for a moment. A catalogue might hold thousands of items. So a clear standard for descriptions keeps everything consistent. As a result, your whole catalogue reads professionally.
Setting Up Extended Text
First, open the item from your item list. Then go to related, item, and extended text. There, you can create one entry, or several, for the same item.
Next, you give the entry a short description and type your long text in the main section. So this is where the full poem or spec lives. As a result, the item card stays clean, while the detail is ready when you need it.
You can prepare several entries for one item, as well. For example, one for a warranty and one for care instructions. So you pick the right block for each situation. As a result, the same item can speak to different needs.
Languages, Dates, and Documents
The setup offers some useful controls. First, you can set a language code, so different languages show different text. In our example, one entry applies to all languages, because the poem is in English.
You can also set a start and end date. For example, a special edition might begin on a certain day and not before. Finally, you choose which documents can use the text, such as the sales quote and the sales order. So you decide exactly where it is allowed to appear.
These controls make the feature genuinely smart. Because you set the rules once, the text behaves itself. So it never appears at the wrong time or on the wrong document. Ultimately, that precision saves confusion.
Inserting Extended Text on an Order
The text does not appear on its own. Instead, you add it when you want it. So first, open a sales order and select the item, adding a quantity if needed.
Then, go to the line functions and choose insert extended text. As a result, the full description drops onto the order, neatly laid out across its lines. In short, the customer now sees every detail, with no truncation at all.
The step is quick and deliberate. So you stay in control of what each order shows. For example, you might add it for one customer but skip it for another. As a result, every document is exactly as detailed as you want.
It also helps your sales team. Because the detail is built in, they never retype it. So quotes go out faster and look polished. Meanwhile, the customer feels confident in the order.
How Dates and Documents Control Availability
The controls you set earlier really matter here. For example, the text only inserts if the document date falls within the start and end dates. So if the order was placed before the start date, nothing happens.
The document type works the same way. Because the example allows only quotes and orders, the text will not insert on a sales invoice. So when you try it there, Business Central simply does nothing. As a result, your detailed text appears only where you intend.
This behaviour is a feature, not a bug. Because the rules are clear, you avoid stale or out-of-season text. So a limited edition only shows during its run. In short, the system quietly enforces your intentions.
Wrapping Up: Why Extended Text Helps
Extended text turns a frustrating limit into a flexible feature. First, you keep the item description short and clean. Then, you store the long detail as extended text. Finally, you insert it on the right documents, at the right time.
Above all, this feature protects the customer experience. Clear information means fewer questions and fewer returns. So a small setup pays off on every single order.
Consider the support side too. Clear descriptions cut down on questions before and after the sale. So your team fields fewer calls. Ultimately, that frees up time for real selling. Of course, you can update the text whenever details change, so your descriptions never go out of date.
In the end, the benefit is simple. Your customers know exactly what they are buying, every time. So trust grows over time, and disputes fall away. As a result, both sides walk away happier with the deal.
So your customers get clear, complete information, and your records stay tidy. Whether it is a poem, a warranty note, or a full specification, this tool has you covered. If you would like help setting up extended text for your items, NAV SEAL is glad to assist.
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