How to Implement Credit Limit Validation in 10 Minutes

Introduction

One of the most requested business rules across all industries is credit limit validation. Whether you're selling widgets, consulting services, or industrial equipment, extending credit involves risk. Allowing orders that exceed customers' credit limits can lead to bad debt, cash flow problems, and financial losses.

The traditional approach to implementing credit limit validation involves custom AL code, developer time, testing cycles, and ongoing maintenance. This typically takes days or weeks and requires technical expertise.

With QUALIA Rule Engine, you can implement comprehensive credit limit validation in less than 10 minutes—without writing a single line of code.

This quick-start guide walks through the complete process step-by-step, from opening Business Central to testing your completed validation rule. Follow along, and you'll have production-ready credit limit enforcement before you finish your coffee.

What We'll Build

By the end of this 10-minute tutorial, you'll have:

✓ Automatic credit limit validation when creating sales orders ✓ Clear, helpful error messages showing specific data (limit, balance, order amount, overage) ✓ Actionable guidance for users on how to resolve credit limit issues ✓ Smart filtering that only checks relevant transactions (orders for non-blocked customers) ✓ Linked table access to customer data from sales order context

The business rule:

• When: User creates a new sales order

• Check: Order Amount + Customer Current Balance > Customer Credit Limit

• Action: Block the order with detailed error message

Example error message:

Prerequisites

Before starting, ensure you have:

• ✓ Microsoft Dynamics 365 Business Central (Cloud or On-Premises)

• ✓ QUALIA Rule Engine installed and licensed

• ✓ Appropriate permissions to create business rules

• ✓ Access to Business Rule Sets page

• ✓ Test environment or sandbox (recommended for first implementation)

Time required: 10 minutes Difficulty: Beginner Technical knowledge needed: None (no coding required)

Step 1: Open Business Rule Sets (1 minute)

Let's start by navigating to the Business Rule Sets page.

Actions:

1. Open Microsoft Dynamics 365 Business Central

2. In the search box (top right), type: Business Rule Sets

3. Click Business Rule Sets from the search results

4. You'll see the Business Rule Sets List page (may be empty if no rules exist yet)

What you're seeing:

• A list of all existing rule sets (if any)

• Columns showing Code, Description, Trigger Table, Trigger Event, and Enable status

Troubleshooting:

• Can't find "Business Rule Sets"?

  • Verify QUALIA Rule Engine is installed

  • Check your user permissions (you may need Business Rules Administrator role)

  • Contact your system administrator

Result: Business Rule Sets List page is open and ready

Time elapsed: 1 minute

Step 2: Create New Rule Set (1 minute)

Now we'll create a new rule set that will contain our credit limit validation.

Actions:

1. Click New (or + New button, depending on BC version)

2. You'll see the Business Rule Sets Card page with empty fields

3. Fill in the header information:

Code: SALES-CREDIT-CHECK

• This is the unique identifier for your rule set

• Use descriptive, meaningful codes

• Typically uppercase with hyphens

Description: Validates sales order credit limits before order creation

• Clear, concise statement of what this rule set does

• Should be understandable by non-technical users

Trigger Table No.: 36

• This is the Sales Header table in Business Central

• Table 36 contains sales documents (quotes, orders, invoices, etc.)

• You can also search for "Sales Header" to find this

Trigger Type: Before Insert

• This means the rule runs BEFORE a new sales document is created

• Allows us to block creation if credit limit is exceeded

• Other options: After Insert, Before Modify, After Modify, Before Delete, After Delete

Enable: Leave unchecked for now

• We'll enable after testing

• Safer to build and test before activating

4. Click outside the field or press Tab to save the header

What you're creating:

• A container for business rules

• Triggered when users create new sales documents (Table 36, Before Insert)

• Currently disabled (will enable after testing)

Troubleshooting:

• Can't enter Table No.? Use the lookup (three dots) to search for "Sales Header"

• Can't select Trigger Type? Use dropdown to select "Before Insert"

Result: Rule set header is created with basic information

Time elapsed: 2 minutes

Step 3: Add Scenarios to Filter Transactions (2 minutes)

Scenarios are performance-optimizing filters that quickly determine if a transaction is relevant to your rule. We'll add two scenarios.

Actions:

1. On the Business Rule Sets Card, find the Scenarios section (usually a FastTab or related section)

2. Click into the Scenarios grid

Scenario 1: Document Type Filter

Add a new line and enter:

Formula: [36:1] is 'Order'

• This checks if the Document Type field (field 1 in table 36) equals 'Order'

• Filters out Quotes, Invoices, Credit Memos, etc.

• Only Orders will be validated

Placeholders Used in This Scenario:

• [36:1] - Sales Header (Table 36): Document Type (Field 1) - Type of sales document (Quote, Order, Invoice, Credit Memo, etc.)

Description: Document Type is Order (not Quote, Invoice, etc.)

• Explains why this scenario exists

• Helps future maintainers understand the logic

Enable: Check the box (enabled)

Scenario 2: Customer Not Blocked Filter

Add another line:

Formula: [18:39] is false

• This checks if the Blocked field (field 39 in table 18 - Customer) is false (not blocked)

• Skips validation for blocked customers (Business Central's standard blocking handles them)

• Field 39 is a boolean: false = not blocked, true = blocked

Placeholders Used in This Scenario:

• [18:39] - Customer (Table 18): Blocked (Field 39) - Indicates if customer is blocked from transactions

Description: Customer is not blocked (standard BC blocking applies)

• Explains that we skip blocked customers because BC already prevents transactions

Enable: Check the box (enabled)

Why these scenarios?:

• Performance: These filter out ~80% of transactions immediately

• Logic: Only validate relevant records (orders for non-blocked customers)

• Efficiency: Linked tables and formulas only execute on 20% of transactions

What happens with scenarios:

• User creates Quote → Scenario 1 fails → Rule set skipped (good - we don't validate quotes)

• User creates Order for blocked customer → Scenario 2 fails → Rule set skipped (BC blocking handles it)

• User creates Order for non-blocked customer → Both scenarios pass → Continue to conditions

Troubleshooting:

• Syntax error? Verify brackets, colon, and quotes are correct: [36:1] is 'Order'

• Wrong field numbers? Double-check table and field numbers in BC documentation

Result: Two scenarios configured to filter to relevant transactions only

Time elapsed: 4 minutes

Step 4: Configure Linked Table (Customer) (1 minute)

Our rule needs to access customer data (credit limit, balance) from the sales order context. We'll link the Customer table.

Actions:

1. Find the Source References section on the Business Rule Sets Card

2. Click into the Source References grid

3. Add a new line:

Reference Table No.: 18

• This is the Customer table

• Contains credit limit, balance, and other customer information

Identifier: CUST (optional but recommended)

• A readable name for this linked table reference

• Makes formulas more understandable

4. Now configure the Reference Filters (how to link Customer to Sales Header)

5. Click into the line you just created, then navigate to Reference Flow Filters (may be a related page or sub-grid)

6. Add filter line:

Reference Field No.: 1

• Field 1 in Customer table is "No." (Customer Number)

Filter Type: Field

• Indicates we're filtering based on a field value from the trigger table

Filter Value: 2

• Field 2 in Sales Header (table 36) is "Sell-to Customer No."

• This links Customer.No. = Sales Header."Sell-to Customer No."

Placeholders Involved in This Link:

• [18:1] - Customer (Table 18): No. (Field 1) - Customer number

• [36:2] - Sales Header (Table 36): Sell-to Customer No. (Field 2) - References the customer on this order

What this does:

• When sales order triggers the rule, engine finds the related customer

• Links Customer table to Sales Header via Customer No.

• Allows formulas to reference customer fields like credit limit and balance

Visual representation:

Troubleshooting:

• Can't find Reference Filters? Look for "Reference Flow Filters" or similar related page

• Link not working? Verify Field 1 (Customer No.) links to Field 2 (Sell-to Customer No.)

Result: Customer table linked, allowing access to credit limit and balance

Time elapsed: 5 minutes

Step 5: Create the Validation Rule (2 minutes)

Now we'll create the actual business rule with its condition formula.

Actions:

1. Find the Rules section on the Business Rule Sets Card

2. Click into the Rules grid

3. Add a new line:

Description: Credit Limit Exceeded

• Clear name for this rule

• Describes what violation it detects

Enable: Leave unchecked for now (will enable during testing)

4. Click into this rule line to open the Rule Card (or drill down)

5. Navigate to Conditions section

6. Add a new condition line:

Formula: {[36:109] + [18:61]} is >[18:59]

Let's break this down:

• [36:109] = Amount Including VAT (from Sales Header, field 109)

• [18:61] = Balance (LCY) (from Customer, field 61) - current balance

• [18:59] = Credit Limit (LCY) (from Customer, field 59) - approved limit

• Formula: If (Order Amount + Current Balance) > Credit Limit, then TRUE (fire this condition)

Placeholders Used in This Formula:

• [36:109] - Sales Header (Table 36): Amount Including VAT (Field 109) - Total amount of this sales order

• [18:61] - Customer (Table 18): Balance (LCY) (Field 61) - Customer's current outstanding balance

• [18:59] - Customer (Table 18): Credit Limit (LCY) (Field 59) - Maximum credit approved for this customer

• {[36:109] + [18:61]} - Calculated expression: Total exposure (this order + existing balance)

Description: Order amount plus current balance exceeds credit limit

• Explains the business logic being tested

Enable: Leave unchecked for now

What this formula does:

Troubleshooting:

• Formula syntax error? Verify brackets, colons, operators: {[36:109] + [18:61]} is >[18:59]

• Wrong field numbers? Double-check in BC Customer and Sales Header tables

Result: Condition formula configured to detect credit limit violations

Time elapsed: 7 minutes

Step 6: Configure the Error Action (2 minutes)

Finally, we'll configure what happens when the condition is true (credit limit exceeded).

Actions:

1. From the Condition line, navigate to Actions (may be related page or sub-grid)

2. Add a new action line:

Action Type: Error

• This will block the transaction

• User cannot proceed until they resolve the issue

Description: Block order with credit limit exceeded message

• Explains what this action does

Now comes the most important part—the message text. This is what users will see, so make it helpful!

Message Text (copy this exactly, or customize to your needs):

Credit limit exceeded. Customer [18:2] has credit limit $[18:59] but current balance $[18:61] plus this order $[36:109] would total ${[18:61] + [36:109]}, exceeding the limit by ${[18:61] + [36:109] - [18:59]}.

Please reduce order amount to ${[18:59] - [18:61]

Placeholders Used in This Error Message:

• [18:2] - Customer (Table 18): Name (Field 2) - Customer's name

• [18:59] - Customer (Table 18): Credit Limit (LCY) (Field 59) - Approved credit limit

• [18:61] - Customer (Table 18): Balance (LCY) (Field 61) - Current outstanding balance

• [36:109] - Sales Header (Table 36): Amount Including VAT (Field 109) - This order's amount

• {[18:61] + [36:109]} - Calculated expression: Total exposure (balance + this order)

• {[18:61] + [36:109] - [18:59]} - Calculated expression: Amount over limit

• {[18:59] - [18:61]} - Calculated expression: Maximum order amount allowed

What those placeholders mean:

• [18:2] = Customer Name (makes message personal)

• [18:59] = Credit Limit (shows the approved limit)

• [18:61] = Current Balance (shows what customer already owes)

• [36:109] = This Order Amount (shows what user is trying to add)

• {[18:61] + [36:109]} = Total that would be owed (calculated)

• {[18:61] + [36:109] - [18:59]} = Amount over limit (calculated)

• {[18:59] - [18:61]} = Maximum order amount allowed (calculated)

Enable: Leave unchecked for now

Why this message is effective:

• ✓ Explains WHAT is wrong (credit limit exceeded)

• ✓ Shows SPECIFIC data (all relevant amounts)

• ✓ Calculates helpful values (overage, max allowed)

• ✓ Provides SOLUTIONS (reduce amount, collect payment, request increase)

• ✓ Gives CONTACT info (ext. 1234)

Example of what user will see (with real data):

Customization options:

• Change contact info (ext. 1234) to your finance department contact

• Add company-specific policy information

• Include approval process details

• Adjust tone to match your organizational culture

Result: Error action configured with helpful, data-rich message

Time elapsed: 9 minutes

Step 7: Test the Rule (1 minute)

Before enabling in production, let's test to ensure it works correctly.

Actions:

1. Enable the components (in reverse order):

   • Enable the Action (check Enable box)

   • Enable the Condition (check Enable box)

   • Enable the Rule (check Enable box)

   • Enable both Scenarios (check Enable boxes)

   • Enable the Rule Set (check Enable box on header)

2. Save the rule set (if not auto-saved)

3. Create test sales order:

   • Go to Sales Orders

   • Click New

   • Select a customer you know has a credit limit and existing balance

   • Add line items to create an order that EXCEEDS the credit limit

Expected results:

Test 1: Order exceeds limit

Test 2: Order within limit

Test 3: Quote instead of order

Test 4: Blocked customer

Verification steps:

1. Check Validation Log:

   • Search for "Validation Log" in Business Central

   • Find your test transaction

   • Verify scenarios passed/failed as expected

   • Verify condition evaluated correctly

   • Verify action executed for over-limit orders

2. Verify message quality:

   • Do all placeholders show actual values (not [18:2])?

   • Are amounts formatted correctly?

   • Are calculations correct?

   • Is message clear and helpful?

Troubleshooting common test issues:

Problem: Rule not firing at all

• Solution: Check that rule set, rule, condition, and scenarios are all enabled

• Solution: Verify you're creating an Order (not Quote, Invoice, etc.)

• Solution: Verify customer is not blocked

Problem: Placeholders not resolving (shows [18:2] instead of customer name)

• Solution: Check that Customer table is linked in Source References

• Solution: Verify Reference Filter is configured correctly

• Solution: Check table and field numbers are correct

Problem: Formula shows wrong result

• Solution: Verify field numbers in formula

• Solution: Check actual customer data (credit limit, balance)

• Solution: Review formula logic (order of operations)

Problem: Message shows for orders within limit

• Solution: Check formula operator (should be > not >= or <)

• Solution: Verify which fields are being compared

Result: Rule tested and working correctly

Time elapsed: 10 minutes ✓

Congratulations!

You've successfully implemented comprehensive credit limit validation in 10 minutes using QUALIA Rule Engine. Your Business Central system now automatically:

✓ Validates credit limits when sales orders are created ✓ Blocks orders that would exceed customer credit limits ✓ Provides clear, data-rich error messages to users ✓ Offers actionable solutions for resolving credit issues ✓ Performs efficiently using smart scenario filtering ✓ Accesses customer data through proper table linking

What you built without any code:

• Sophisticated business logic with calculations

• Cross-table data access (Sales Header → Customer)

• Dynamic messaging with placeholders

• Performance-optimized filtering

• Production-ready validation

What would have taken weeks with custom code took you 10 minutes with QUALIA Rule Engine.

Next Steps

Immediate Next Steps

1. Deploy to Production (if tested in sandbox):

• Replicate the rule set in production environment

• Or use "Send Rule" feature if available

• Enable the rule set during low-activity period

• Monitor Validation Log for first few hours

2. Communicate to Users: Send notification to sales team:

Subject: New Credit Limit Validation - Effective [Date]

Starting [date], Business Central will automatically verify credit limits 
when you create sales orders.

What you'll see:
- Orders within credit limit: No change, order created normally
- Orders exceeding credit limit: Error message with specific details

The message will show:
- Customer's credit limit
- Current balance
- This order amount
- How much you're over the limit
- Maximum order amount you can create
- Instructions for resolution

If you receive credit limit errors:
- Reduce the order amount to stay within limit, or
- Contact customer to collect payment and reduce balance, or
- Request credit limit increase from Finance (ext. 1234)

Questions? Contact: [your contact info]

3. Monitor Initial Usage:

• Review Validation Log daily for first week

• Check for unexpected issues

• Collect user feedback

• Verify rule is preventing over-limit orders

• Confirm message is clear and helpful

Enhancement Ideas

Once your basic credit limit validation is working, consider these enhancements:

Enhancement 1: Manager Override

• Create rule group for managers

• Managers see WARNING instead of ERROR

• Allows managers to approve overrides

• Logs manager approvals for audit

Enhancement 2: Warning Before Error

Enhancement 3: Email Notification

When credit limit exceeded:
- Show error to user (existing)
- Send email to finance team
  "Sales order attempted for [Customer] exceeding limit by $[Amount]

Enhancement 4: Include Pending Orders

Enhancement 5: Tiered Credit Limits

Enhancement 6: Seasonal Adjustments

Learning More

Related topics to explore:

• Discount Authorization: Limit discounts based on user role

• Pricing Validation: Prevent selling below cost

• Approval Workflows: Route high-value orders for approval

• Inventory Validation: Check stock before accepting orders

• Payment Terms: Validate payment terms against customer settings

Advanced techniques:

• Multiple linked tables

• Complex calculations

• Conditional actions

• Integration with Power Automate

• Custom notifications

Troubleshooting Reference

Common Issues and Solutions

Issue: "Table 36 not found"

• Solution: Verify Business Central version has Sales Header as table 36

• Solution: Use table lookup to search for "Sales Header"

Issue: "Field 109 not found in table 36"

• Solution: Field numbers may vary by BC version

• Solution: Check actual field numbers in your BC environment

• Solution: Use field lookup to find "Amount Including VAT"

Issue: Rule fires for quotes and invoices, not just orders

• Solution: Check Scenario 1 formula: [36:1] is 'Order'

• Solution: Verify scenario is enabled

Issue: Validation message is confusing or incorrect

• Solution: Review message text for typos

• Solution: Check placeholder field numbers

• Solution: Test calculations manually

• Solution: Get user feedback and iterate

Issue: Performance is slow

• Solution: Verify scenarios are enabled and filtering correctly

• Solution: Check Validation Log to see how many transactions pass scenarios

• Solution: Add more restrictive scenarios if needed

Issue: Rule applies to all users but should only apply to some

• Solution: Implement Rule Groups (see related guide)

• Solution: Assign rule set to specific user groups

Getting Help

Resources:

• QUALIA Rule Engine User Manual

• Business Central documentation for table/field numbers

• QUALIA support: [support contact info]

• Business Central community forums

Before contacting support, gather:

• Exact error message text

• Validation Log screenshot

• Rule set configuration (screenshots)

• Business Central version

• QUALIA Rule Engine version

Summary: What We Accomplished

In just 10 minutes, you:

1. ✓ Created a new rule set (SALES-CREDIT-CHECK)

2. ✓ Configured trigger (Table 36 Sales Header, Before Insert)

3. ✓ Added performance-optimizing scenarios (Order type, Not blocked)

4. ✓ Linked Customer table for credit data access

5. ✓ Created validation condition (Amount + Balance > Limit)

6. ✓ Configured helpful error message with placeholders

7. ✓ Tested the rule with multiple scenarios

8. ✓ Deployed production-ready credit limit validation

Business value delivered:

• 💰 Reduced bad debt risk

• ⚡ Immediate credit limit enforcement

• 👥 Empowered users with clear guidance

• 📊 Automated what was manual process

• 🔒 Consistent policy application

• ⏱️ Saved hours of development time

Total time investment: 10 minutes Result: Enterprise-grade credit limit validation without custom code

Ready for your next rule? Try implementing discount authorization, pricing validation, or inventory checks using the same simple process!