Master Data Management System
app for Microsoft Dynamics 365 Business Central

As an extension of Microsoft Dynamics 365 Business Central, Master Data Management System allows users to configure sets of data within the Master Company (i.e. central company in a group) and replicate this data to the local companies (Receivers) that use Business Central in order to ensure data consistency within the corporate group.

Users are allowed to set up any number of Receivers, which are target companies, to which data is replicated. The structure of replicated data can be set up as data sets. Users can use any number of created data sets and set them up to be replicated to a particular Receiver, by using the replication card. Replication can be either Full or Incremental. While processing Incremental replication, only data changed during the last replication will be exported.

The app is particularly useful when a company wants to create and maintain certain Dynamics 365 Business Central cards (e.g. items, BOMs, vendors) in one company – called “Master” company – and afterwards synchronize the data to all of the subsidiaries (“Receiver” companies).

In Master Data Management System, data exchange is always performed from the Master Company to Receiver Companies. A Master Company is a company where all data considered global is stored. Receiver Companies are the companies to which data is sent.

Depending on the type of Dynamics 365 Business Central (Dynamics NAV) installation in the organization, data exchange is managed within one database, or within multiple databases, or within databases located at multiple SQL servers or in the scenarios using corporate ERP systems such as SAP, Oracle, etc.

It is possible to synchronize data across the companies on different Business Central or NAV versions. Master Data Management System also supports the scenario with some Business Central companies installed on-premises whereas the others are in SaaS.

An example of data synchronization using Master Data Management System in an organization with a single Dynamics 365 Business Central (or Dynamics NAV) database/tenant.

With the SaaS version, it is no longer needed to keep separate countries in different databases because of the location of a company/subsidiary, or to keep them on separate data centers
because of the bandwidth. Therefore, it is recommended for such organization to simply create different production environments within the same tenant (one production environment
for each country). This approach simplifies the architecture.

Master Data Management System can be used to synchronize data across the companies. Obviously, if you decide to keep different companies on different tenants, data synchronization will be also possible.

An example of data synchronization using Master Data Management System in an organization with multiple databases on the SQL server.

An example of data synchronization using Master Data Management System, during which Dynamics 365 Business Central (Dynamics NAV) data bases are synchronized on servers located in different data centers (usually because of insufficient bandwidth). The primary assumption of the Master Data Management System architecture is that some of the subsidiaries in the organization use their own Dynamics 365 Business Central installations deployed on different servers.

The other variant of the Master Data Management System installation is an organization with subsidiaries with uniform master data. However, this data can be different depending on the region in which a subsidiary operates. In such cases, a layer is created between the main Master Company and all the Receivers. Regional companies become Receivers for the main Master Company in the group, but at the same time they are Master Companies for the subsidiaries in their respective regions. The above diagram represents the overview of such regionalization in the on-premises environment. However, this approach can also be applied to SaaS – one or more production environments have to be used to maintain the “proxy”, regional companies.

An example of data synchronization using Master Data Management System in an organization where Dynamics 365 Business Central (Dynamics NAV) is used by subsidiaries in the group and another ERP system e.g. SAP is used as a corporate system. In such a case, SAP can be a source of data for the Master Company (as shown in the diagram), but there are other scenarios. In such scenarios, Master Data Management System is a source of data both for SAP and Dynamics 365 Business Central, or data is sent directly from SAP to Receiver Companies, and part of typical Dynamics 365 Business Central data is still maintained in the Master Company. In the last example, a separate Master Company is required for Dynamics 365 Business Central, because of the differences between the SAP and Dynamics 365 Business Central data structures. Therefore, it is necessary to maintain e.g. accounting groups, dimensions and charts of accounts in the Master Company. Please note that integration with SAP is not part of the standard Master Data Management System functionality.

The data set contains information about the structure of data to be replicated. The user can set up which tables and which fields should be included in a data set. It is possible to add fields and tables, both from Business Central and other extensions or applications. In the replication process, data sets are linked to a selected Receiver and the scope of data to be replicated is set up.

On the data set level, the user can also manage local blocking rules by enabling the fields allowing for local insertions, deletions or modifications. It will prevent users from the modifications of the global (common) records in the receiver (local) companies.

When starting the replication process, the user decides which data should be synchronized with which recipient.

Manual / Automatic

In manual replication, the user can run replication manually, from the Replication Card or the Replication List pages. It is also possible to set up replication to be run automatically by using the Dynamics 365 Business Central (Dynamics NAV) Job Queue Entries.

Full / Incremental

Full replication loops through all the records from the Data Set, including filters set up on a selected replication line (if any). If no filters have been set up, all records will be exported each time replication is run. Incremental replication includes only data that has been recently modified (since the dates set in Last Run Date and Time on the replication card).

Record subscription

After enabling the record-level replication feature, the user can decide to which receiver the record should be replicated. Subscriptions can be created per record or in batch via the matrix from the record list or card. Record-level replication is available “out of the box” for: items, customers, vendors, resources, contacts and G/L accounts. However, it can be easily implemented for other master data. The advantage of the record-level functionality is that the record will not be synchronized until the configuration is finished and the record is subscribed. This eliminates the risk of synchronizing the master data that has not been configured completely.

Data can be synchronized via a web service published on the receiver’s side with authorization using the MS Entra Application. This method is not only recommended but also required for data exchange between different environments. For companies within the same environment, a simpler database-based communication method can be used, allowing for data synchronization without the need to configure web service communication.

Group Receivers

When using the Group Receivers feature, it is possible to process one replication for multiple receivers simultaneously.

Binary Data replication

Binary data refers to the content of the Blob, Media, and MediaSet fields that store files such as images or other types of media. The application allows for the synchronization of such fields.

Transformations

The transformation functionality allows for the conversion of global values of replicated fields according to established rules. This enables exception handling for certain local companies.

Translations

Certain tables, such as an Item, an Item Variant or Payment Terms, can have their values translated in the Business Central base application. The translation functionality allows, for example, to maintain Item descriptions in English at master company, while locally in receiver company in local language.

Deleting Records

It is possible to delete records in the Master Company. For records that have been replicated, the system will automatically issue a webservice call to all receiving companies that haveever received this particular record, and will attempt to delete the record. If the process is completed successfully, the records will be deleted from the Master Company. We provide also the MDMS Records Management tool which enables the deletion of records only from the selected receiver company.

Local Template Setup
MDMS local template setup is used to apply the configuration template automatically after record synchronization is run. The configuration template is applied only once when a new record is created in a receiver company. You can also define the conditions under which the configuration template will be applied to the record.

Master Data Management System Extensibility
The application is extensible. The app can be easily extended or integrated with external systems using multiple available publishers.