Usage
Overview
The Word Document Tool (WDT) is a Bricklead application built on Microsoft Dynamics 365 Business Central. It replaces the standard report layouts with fully customizable Microsoft Word-based documents for business documents such as sales orders, purchase orders, invoices, shipments, and more.
WDT enables your team to produce professional, branded documents directly from Dynamics 365 Business Central — with support for multilingual labels, structured comments, lot traceability data, and multiple visual themes.
Key Features
- Word-based layouts for all major sales and purchase documents
- Multiple built-in layout themes selectable at print time
- Multilingual label management — translate every field label into any language
- Comment management — configure comments to appear in document headers or footers, per document type
- Tracking data — lot numbers, serial numbers, and expiry dates can be included on documents
- Interaction logging — optionally log document printing as a marketing interaction
- Email attachment and email body support
Supported Documents
WDT provides Word layouts for the following document types:
Sales Documents
| Document | Description |
|---|---|
| Sales Quote | Pre-sale offer sent to a customer |
| Sales Blanket Order | Long-term sales agreement with a customer |
| Sales Order | Confirmed customer order |
| Pro Forma Invoice | Preliminary invoice for customs or compliance purposes |
| Sales Shipment | Posted delivery note confirming goods dispatched |
| Posted Sales Invoice | Definitive customer billing document |
| Posted Sales Credit Memo | Correction or cancellation of a posted sales invoice |
Purchase Documents
| Document | Description |
|---|---|
| Purchase Quote | Request for quotation sent to a vendor |
| Purchase Blanket Order | Long-term supply agreement with a vendor |
| Purchase Order | Confirmed order sent to a vendor |
| Posted Purchase Receipt | Document confirming receipt of goods from vendor |
Layout Themes
Each document is available in four built-in visual themes that can be selected at print time or configured as the default:
| Theme | Description |
|---|---|
| Black & White | Clean, monochrome layout — suitable for standard printing |
| Iced | Light blue accent design |
| Basic | Simplified layout with minimal styling |
| Red | Accent design with red highlights |
The default theme applied when printing a document is Black & White. You can switch themes on the report request page before printing.
Printing a Document
From a Sales or Purchase Document
- Open the document you want to print (e.g., a Sales Order).
- Select Print or Send from the action bar.
- The report request page opens. Set the desired filters.
- In the Options section, configure:
- Log Interaction — enable this to record the printing as a marketing interaction (visible only if an interaction template is configured for the document type).
- Show Comments — enable this to include header comments, line comments, and footer comments in the printed output.
- Select the layout you wish to use from the rendering options.
- Select Print or Preview.
Note: When a document is printed (not in preview mode), the system automatically updates the document’s print counter and the last printing date and time.
Word Labels
What Are Word Labels?
Every field caption and translated text that appears in a printed document (e.g., “Quantity”, “Unit Price”, “Delivery Date”) is managed through Word Labels. This allows you to translate or customize any label that appears on your documents, per language.
Word Labels are automatically created the first time a document is printed if a label does not yet exist in the system. The label is resolved in the following order:
- The exact translation for the document’s language
- The English (ENU) default translation
- The field or table caption from Dynamics 365 Business Central
- The label code itself (for English only)
Accessing Word Labels
To manage Word Labels, search for Word Labels in Dynamics 365 Business Central.
The Word Labels list displays all labels registered in the system.
Word Labels List — Fields
| Field | Description |
|---|---|
| Code | The internal identifier of the label, matching the field name used in the document template (e.g., Quantity, Document Date) |
| Language Code | The language for which this translation applies (e.g., ENU, FRA, DEU) |
| Translation Status | Indicates the current state of the translation (see below) |
| Description | The translated text displayed on the document |
Translation Status Values
| Status | Meaning |
|---|---|
| Not Translated | No translation text has been entered — the label will fall back to the English default |
| Translated | The label has been translated automatically (by the system, based on field captions or predefined values) |
| Manually | The label text has been manually entered or edited by a user |
Labels with a Not Translated status are highlighted in red in the list to make them easy to identify. Use the Translation To Check view to filter and review all untranslated labels.
Editing a Label
- Open the Word Labels list.
- Locate the label you want to modify using the Code and Language Code.
- Update the Description field with the desired translated text.
- The Translation Status will automatically change to Manually once text is entered.
Predefined Labels
The following labels are pre-configured with standard translations and are available out of the box:
| Label Code | Default English Text |
|---|---|
Quote |
Quote |
Order |
Order |
Invoice |
Invoice |
Pro Forma Invoice |
Pro Forma Invoice |
Credit Memo |
Credit Memo |
Shipment |
Shipment |
Receipt |
Receipt |
Return Order |
Return Order |
Blanket Order |
Blanket Order |
Transfer Order |
Transfer Order |
Inventory Pick |
Inventory Pick |
Pick |
Pick |
Inventory Put-Away |
Inventory Put-Away |
Put-Away |
Put-Away |
Subtotal |
Subtotal |
Total Excl. VAT |
Total Excl. VAT |
Total Incl. VAT |
Total Incl. VAT |
Total VAT |
Total VAT |
Total Gross Weight |
Total Gross Weight |
Total Net Weight |
Total Net Weight |
Total Volume |
Total Volume |
Delivery Date |
Delivery Date |
Sales Person |
Sales Person |
Purchaser |
Purchaser |
Separator |
: (colon + space) |
Greeting Text Letter |
Hello |
Body Text Letter |
Thank you for your business. Your %1 is attached to this message. |
Closing Text Letter |
Sincerely |
Payment Discount Text Letter |
If we receive the payment before %1, you are eligible for a %2% payment discount. |
Comment Management
What Are Document Comments?
WDT provides a powerful comment system that lets you define reusable text blocks that are automatically printed on your documents. Comments can be placed in the header (before the lines) or footer (after the lines) of a document.
Comments entered directly on the document (standard Business Central comment lines) can also be included when the Show Comments option is enabled at print time.
Comment Details Setup
To configure reusable comment codes, search for Comment Details in Dynamics 365 Business Central.
Each comment code defines where and on which document types the comment should be printed.
Comment Details — Fields
| Field | Description |
|---|---|
| Code | Unique identifier for the comment code (up to 10 characters) |
| Description | A descriptive label for the comment code |
| Print On | Where on the document the comment is printed: Header or Footer |
| Sales Blanket Order | Print on Sales Blanket Orders |
| Sales Quote | Print on Sales Quotes |
| Sales Order | Print on Sales Orders |
| Sales Invoice | Print on Sales Invoices |
| Sales Return Order | Print on Sales Return Orders |
| Sales Credit Memo | Print on Sales Credit Memos |
| Purchase Blanket Order | Print on Purchase Blanket Orders |
| Purchase Quote | Print on Purchase Quotes |
| Purchase Order | Print on Purchase Orders |
| Purchase Invoice | Print on Purchase Invoices |
| Purchase Return Order | Print on Purchase Return Orders |
| Purchase Credit Memo | Print on Purchase Credit Memos |
| Shipment | Print on Sales Shipments and Return Shipments |
| Warehouse | Print on Warehouse documents (Picks, Put-Aways) |
| Transfer | Print on Transfer Orders |
| Production Order | Print on Production Orders |
| Assembly Order | Print on Assembly Orders |
How Comments Are Printed
When a document is printed with Show Comments enabled:
- The system reads all Comment Details records that match the document type and the Print On position (Header or Footer).
- For each document comment line, if the comment line references a Comment Code, the system checks whether that code is configured for the current document type. Only matching codes are printed.
- Comment lines without a code (free-text comments entered directly on the document) are always included in the header — they are never included in the footer.
Example: If you define a Comment Code
ALLERGEN-NOTICEwith Print On = Footer, Sales Order = Yes, and Sales Invoice = Yes, this comment will automatically appear at the bottom of all Sales Orders and Sales Invoices where it is referenced on the comment lines.
Data Included in WDT Documents
Each WDT document template exposes a rich set of data sections that your Word layout can display. The sections available are summarized below.
Company Section
The company block is populated automatically from your company setup and the responsibility center associated with the document.
| Information | Description |
|---|---|
| Address lines 1–8 | Company or responsibility center address |
| Phone No. | Company phone number |
| Fax No. | Company fax number |
| Company e-mail address | |
| VAT Registration No. | Company VAT number |
| GLN | Global Location Number |
| IBAN / SWIFT | Bank account identifiers |
| Bank Name / Branch No. / Account No. | Bank details |
| Logo / Picture | Company logo image |
| Registration No. | Legal registration number |
| Company Comment 1 & 2 | Customizable free-text labels |
Party Addresses
The following address blocks are available on sales documents:
| Section | Description |
|---|---|
| Sell-to | The customer who placed the order |
| Bill-to | The customer to be invoiced |
| Ship-to | The delivery address |
| Vendor (Buy-from) | The vendor address on purchase documents |
Each address block includes up to 8 address lines, phone, fax, e-mail, VAT registration number, and GLN.
Document Header
The header section contains all key document identifiers and dates:
| Field | Description |
|---|---|
| Document Type | Translated document type label (e.g., Order, Invoice) |
| Document No. | The document number |
| Document Date | Date of the document |
| Posting Date | Date the document was or will be posted |
| Due Date | Payment due date |
| Currency Code | Document currency |
| Exchange Rate | Currency exchange rate (only if not local currency) |
| Payment Terms | Translated payment terms description |
| Payment Method | Translated payment method description |
| Shipment Method | Translated shipment/Incoterm description |
| Shipping Agent | Name of the carrier |
| Sales Person / Purchaser | Name of the assigned sales person or purchaser |
| External Document No. | Reference number from the customer or vendor |
| Delivery Date | Promised or requested delivery date (whichever is filled in first) |
| Order Date | Date the order was placed |
Document Lines
Each line in the document exposes the following information:
| Field | Description |
|---|---|
| Line No. | Sequential line number |
| Item No. / No. 2 | Internal item number and secondary item reference |
| Variant Code | Item variant |
| Description / Description 2 | Item description lines |
| Extended Text | Attached extended text lines |
| Quantity | Ordered quantity |
| Unit of Measure | Translated unit of measure |
| Base Unit of Measure | Base unit of measure for the item |
| Unit Price / Direct Unit Cost | Price per unit (gross) |
| Net Unit Price | Price per unit after discounts |
| Line Discount % / Amount | Line-level discount |
| Line Amount | Extended amount before invoice discount |
| Invoice Discount Amount | Header-level discount applied to the line |
| Amount Excl. VAT / Incl. VAT | Net and gross line amounts |
| VAT % | VAT rate applicable to the line |
| VAT Amount | VAT amount on the line |
| EAN / Item Identifier | Barcode or item identifier |
| External Reference (Customer/Vendor) | Customer or vendor cross-reference code |
| Country of Origin | Country of origin of the item |
| Tariff No. | Customs tariff / HS code |
| Net Weight / Gross Weight | Weight per line (quantity × unit weight) |
| Item Image | Item picture |
Totals Section
| Field | Description |
|---|---|
| Subtotal (lines) | Sum of all line amounts before invoice discount |
| Invoice Discount | Total header discount deducted |
| Net Amount Excl. VAT | Total amount after all discounts, excluding VAT |
| Total VAT | Total VAT amount |
| Total Amount Incl. VAT | Grand total including VAT |
| Payment Discount on VAT | Payment discount applicable to VAT |
| Total Net Weight | Sum of net weights across all item lines |
| Total Gross Weight | Sum of gross weights across all item lines |
| Total Volume | Sum of volumes across all item lines |
| Total Quantity | Sum of quantities across all item lines |
VAT Amount Specification
A dedicated section lists VAT detail lines per VAT identifier, showing the VAT rate, base amount, VAT amount, and associated VAT clause text (translated into the document language when available).
Letter Text Section
WDT documents can include a letter-style introduction and closing:
| Field | Description |
|---|---|
| Greeting | Configurable greeting text (default: Hello) |
| Body | Body text referring to the document type |
| Closing | Closing salutation (default: Sincerely) |
| Payment Discount Message | Automatic message displayed when a payment discount is offered, showing the discount percentage and due date |
Lot Traceability on Documents
WDT includes built-in support for lot and serial number traceability directly on printed documents. This is particularly relevant in the Food & Beverage industry, where regulatory frameworks (EU, FDA, GFSI) require accurate traceability information on delivery and shipping documents.
The following tracking information can be included in document lines:
| Field | Description |
|---|---|
| Lot No. | The lot or batch number associated with the shipped or received item |
| Serial No. | The individual serial number of the item |
| Expiry Date (DDM / DLC) | The expiration date of the lot, retrieved from item ledger entries |
| Quantity | The tracked quantity (in document UOM or base UOM) |
| Unit of Measure | The unit of measure for the tracked quantity |
Tracking data is resolved automatically from the item ledger entries linked to the document lines. The expiry date is retrieved using the standard Business Central item tracking retrieval logic.
Report Selections
What Are Report Selections?
Report Selections in WDT control which Word Document Tool report is used to print a specific document. This is equivalent to the standard Business Central Report Selections, but dedicated to WDT reports.
Report Selections are typically configured by your system administrator during the initial setup of WDT.
Report Selections — Fields
| Field | Description |
|---|---|
| Table | The source document table (e.g., Sales Header, Purchase Header) |
| Usage | The context in which the report is used (e.g., Order, Invoice) |
| Source Type | Optionally restrict the selection to a specific customer, vendor, or item |
| Source No. | The specific customer, vendor, or item number (if Source Type is set) |
| Sequence | The print order when multiple reports are defined for the same usage |
| Report | The WDT report to use |
| Use for Email Attachment | Enable this to use the report as an email attachment when sending documents by email |
| Use for Email Body | Enable this to use the report as the email body |
| Email Body Layout Code | The custom layout to use as the email body (if different from the attachment layout) |
Tip: You can define different report selections per customer or vendor. For example, you can use a specific Word layout for a key account customer by setting the Source Type to Customer and entering the customer number in Source No.
Permissions
To use Word Document Tool features, users must be assigned the WDT Basic permission set. This permission set grants read access to all WDT document data and write access to manage Word Labels.