---
title: "Define master records"
slug: "define-master-records"
description: "Define master records for your data entities by subscribing them to companies. Learn the steps to manage master data effectively in D365 F&SCM."
tags: ["Task topic"]
status: "update"
updated: 2026-09-22T13:18:59Z
published: 2026-09-22T13:18:59Z
canonical: "docs.staedean.com/define-master-records"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.staedean.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Define master records

For each master data entity, you can define which records are master records. To make a master data entity record a master record, subscribe it to a company. If a master data entity record has a subscription to a company, the record is defined as master data for that company.

As a data steward, you can define master records in two ways:

- [From the **Master data management - Setup** workspace](/data-management/docs/define-master-records#steps).
- [Directly from a D365 F&SCM record pag](/data-management/docs/define-master-records#steps-record-page)e.

## Steps - Master data management - Setup workspace

1. Click **Master data management - Setup**.
2. Click the **Master data entities** tab.
3. In the list, find and select the desired master data entity.
4. To open the list of records for the selected master data entity, click **Available records**.

> [!NOTE]
> **Note**
> 
> On the **Available Records** page:
> 
> - The fields displayed in the left pane are defined in the **Display Fields** section of the master data entity. These fields can be used to find and select the desired record.
> - An available record may already be designated as master data. If so, the right pane will show the master data settings, including details such as the source company, target company subscriptions, and field values.
5. You can define master records for one or more available records at once.

In the list, find and select the desired records.

> [!NOTE]
> **Note**
> 
> You can filter the available records by field value. The fields shown are the display fields as defined for the master data entity. A display field can also be a field from a table relation.
6. Click **Create master data**.
7. You can set the initial status of the master record in the selected companies. **Example**: A record is already released as master record to a company. Now you want to add a subscription to another company as well. You can immediately release the master record in the selected company. In the **Status** field, select one of these options:
  - **New** (default status)
  - **Approved**
  - **Modify**
  - **Released**
8. Select a company to create subscriptions to the available record.

You can select companies of type:

For more information on company types, see: [Set up companies](/data-management/docs/set-up-companies). On the dialog, in the list, select the desired companies.

> [!NOTE]
> **Note**
> 
> - You only can select companies that are defined in the messages setup of the master data entity.
> - Subscriptions are created only for companies without a subscription to the master data record.
  - **Standard or External**: Adds a subscription to the selected company only.
  - **Target group**: Creates a separate subscription for each company in the target group, referencing the target group for clarity. Subscriptions are only created for target group companies without a subscription to the master data record.
  - **Hierarchy**: Creates a separate subscription for each child company of the current company in the organization hierarchy, referencing the target group for clarity.
9. Click **OK**.

> [!NOTE]
> **Note**
> 
> As a result, the selected companies are added to the subscriptions of the master record.
> 
> If you create a master record for a target group, a separate subscription is created for each company in the target group. To each of these company subscriptions, the used target group is added for reference purposes.
10. Refresh the page.
11. Close the page.

## Steps - D365 F&SCM record page

As a data steward of the source company, you can also define master records directly from a D365 F&SCM record page.

> [!NOTE]
> Note
> 
> You can only define master records directly from a D365 F&SCM record page if the [dynamics menu form setup](/data-management/docs/set-up-dynamic-menu-form-setup-for-master-data-entity) is defined for the relevant master data entity.

For example, if you have defined a master data entity for the VendTable, on the vendors pages, you can define a vendor as master record:

1. Go to the **All vendors** page.
2. Find and select the desired vendor.
3. On the **Action pane**, on the **Master data management** tab, click **Create master data**.
4. You can set the initial status of the master record in the selected companies. **Example**: A record is already released as master record to a company. Now you want to add a subscription to another company as well. You can immediately release the master record in the selected company. In the **Status** field, select one of these options:
  - **New** (default status)
  - **Approved**
  - **Modify**
  - **Released**
5. Select a company to create subscriptions to the available record.

You can select companies of type:

For more information on company types, see: [Set up companies](/data-management/docs/set-up-companies).

On the dialog, in the list, select the desired companies.

> [!NOTE]
> **Note**
> 
> - You only can select companies that are defined in the messages setup of the master data entity.
> - Subscriptions are created only for companies without a subscription to the master data record.
  - **Standard or External**: Adds a subscription to the selected company only.
  - **Target group**: Creates a separate subscription for each company in the target group, referencing the target group for clarity. Subscriptions are only created for target group companies without a subscription to the master data record.
  - **Hierarchy**: Creates a separate subscription for each child company of the current company in the organization hierarchy, referencing the target group for clarity.
6. Click **OK**.

> [!NOTE]
> **Note**
> 
> As a result, the selected companies are added to the subscriptions of the master record.
> 
> If you create a master record for a target group, a separate subscription is created for each company in the target group. To each of these company subscriptions, the used target group is added for reference purposes.

## Related

- [Use organization hierarchies for master data distribution](/use-organization-hierarchies-for-master-data-distribution.md)
- [Manage master data](/manage-master-data.md)
- [Set up dynamic menu form setup for master data entity](/set-up-dynamic-menu-form-setup-for-master-data-entity.md)
- [Set up companies](/set-up-companies.md)