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Add Business Central items once, with variants and sensible prices
For operations teams who want new items in Dynamics 365 Business Central without duplicates or prices under cost, by asking their AI assistant.
On this page
Connector
Connect Microsoft Dynamics 365 Business Central, pick your AI tool and paste the prompt.
The problem
A duplicate item splits your stock and sales history in two
Before you add an item in Business Central you have to search by number, barcode and description, then add every variant one at a time. Miss a match and stock is split across two records, and a price below cost slips through unnoticed.
Without PopdockAI
- Search items by number, barcode and description by hand
- Guess the item type and unit from memory
- Add each variant as a separate record
- Spot a price below cost only when margin drops
With PopdockAI
- Existing items and catalog entries are searched first
- The type is asked for, never assumed
- A price below cost is flagged before saving
- You confirm the item and variants, then they are read back
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Create the item `{item-description}` with the details in `{details}`, plus the variants listed there.
Pass `{company}` as the company argument on every call. If `{company}` is empty, leave the company argument out so the connector's default company is used.
**Step 1: Duplicate check**
Call `business-central-get-item` with description.contains set to key words from `{item-description}`. If `{details}` gives an item number or GTIN, also call it with item-number or gtin. Call `business-central-get-non-stock-item` with description.contains; a catalogue entry may already describe this item. Show matches and ask whether to continue.
**Step 2: Collect the fields**
From `{details}` take number, type (Inventory, Service or Non-Inventory), base-unit-of-measure-code, unit-price, unit-cost, item-category-code and gtin. Warn if unit-price is below unit-cost.
**Step 3: Preview and confirm**
Show the item and each variant (code and description) as they will be created. Ask for confirmation.
**Step 4: Create**
After confirmation call `business-central-create-item` once. Then for each variant call `business-central-create-item-variant` with item-number from the new item, code and description. If a variant needs correcting straight away, use `business-central-update-item-variant` with the id returned by `business-central-create-item-variant`; no read tool returns variant ids, so this is only possible in the same conversation.
**Step 5: Confirm the result**
Call `business-central-get-item` with item-number and `business-central-get-item-variant` with item-number, and report what was created.
**Rules & Guidelines:**
* Do not call any create or update tool until the user has confirmed the exact values shown in the preview.
* Create at most one item.
**Validation:**
* If type is not given, ask rather than assuming Inventory.Who it's for
One answer, three teams that use it
Inventory managers
Add new products without creating duplicates
Each new item is checked against existing numbers, barcodes and descriptions first, so stock stays on one record and counts stay accurate.
Add a new item to Business Central called Merino Base Layer, unit PCS, price 59, cost 27, category Apparel, in sizes S, M and L.
Purchasing
Set up items ready for the first order
Get the item, unit, cost and category in place in one message so the first purchase order is not held up by missing setup.
Create a Business Central inventory item for the Fabrikam Camp Stove, unit EA, cost 38, price 79, category Equipment.
Pricing analysts
Catch a price below cost before it is saved
The price is compared with the cost while the item is created, so a margin mistake is flagged before anyone sells the item.
Add item Contoso Trail Bottle to Business Central at price 12 and cost 14, and tell me if anything looks wrong.
How it works
What PopdockAI does when you ask
You describe the item and its variants and your AI assistant checks Business Central for anything that already exists. Nothing is created until you have seen the item and every variant and said yes.
01
Ask
You describe the item, its details and any variants.
02
Check
It searches existing items by description, number and GTIN, plus catalog entries.
03
Confirm
You see the item and every variant exactly as they will be created.
04
Create
It creates one item with its variants and reads them back.
The outcome
One item record per product, priced with care
Related use cases
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One prompt template with infinite possibilities.
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