How to Validate Customer Data Before Order Creation

Introduction

Customer data quality directly impacts every downstream process: order fulfillment, shipping, billing, collections, reporting, and customer relationships. A single incorrect customer record can cause shipping delays, payment failures, duplicate accounts, compliance issues, and revenue loss.

Traditional customer data validation relies on manual review, user training, and cleanup after problems emerge. This reactive approach is expensive—fixing bad data costs 10x more than preventing it, and the business impact of errors (missed deliveries, payment disputes, regulatory violations) can be far more costly.

Proactive validation prevents bad customer data from entering your system in the first place. By implementing automated checks when customers are created or modified, you ensure data quality at the source, reduce downstream problems, improve operational efficiency, and maintain compliance.

This comprehensive guide covers customer validation strategies, required field validation, format and consistency checking, duplicate prevention, credit and business rules, integration with external services, and practical implementation patterns for customer master data quality.

Why Customer Data Validation Matters

The Cost of Bad Customer Data

Operational impact:

Financial impact:

Compliance impact:

Categories of Customer Data Issues

1. Incomplete data:

Required fields missing (name, address, contact)
Partial addresses (missing postal code, city)
Missing tax/legal identifiers

2. Invalid data:

Incorrect email formats
Invalid phone numbers
Non-existent postal codes
Invalid tax IDs

3. Inconsistent data:

Address doesn't match city/state/postal code
Payment terms don't match customer category
Currency doesn't match country

4. Duplicate data:

Same customer entered multiple times
Slight variations in naming (ABC Corp vs ABC Corporation)
Different contact info but same entity

5. Outdated data:

Old addresses
Closed locations
Former employees as contacts
Expired credit card/payment information

6. Policy violations:

Credit limit exceeds policy for customer category
Payment terms too generous
Incorrect tax treatment

Customer Validation Strategy

Validation Layers

Implement validation in multiple layers:

Layer 1: Field-level validation (immediate)

Format checking (email, phone)
Required field enforcement
Data type validation
Triggered on field entry/exit

Layer 2: Record-level validation (on save)

Cross-field consistency
Business rule compliance
Duplicate detection
Triggered on Before Insert/Modify

Layer 3: External validation (on save or async)

Address verification services
Tax ID validation (government databases)
Credit bureau checks
Triggered on Before Insert or After Insert

Layer 4: Periodic validation (batch)

Data quality scoring
Outdated data detection
Compliance audits
Scheduled reports

Required vs. Recommended Validation

Required (blocking errors):

Fields essential for business operations
Legal/compliance requirements
Data that prevents system errors

Recommended (warnings):

Best practice fields
Optional but valuable data
Quality improvements

Example:

Implementation: Required Field Validation

Understanding When Data Exists
Customer records in Business Central are created in stages:
OnInsert: Only the No. field is populated (manually or from number series)
User fills fields: Name, Address, Country/Region, etc. are entered
Activation: The Blocked field is cleared (changed from blocked to blank), making the customer available for transactions
Why OnInsert Doesn't Work for Required Fields: When the Customer record is first inserted, only the No. field exists. Other fields like Name, Address, Country/Region Code haven't been entered yet. Validating required fields at OnInsert would always fail because the data doesn't exist.
Correct Approach: Validate required fields when the customer is being activated (Blocked field changing to blank). At this point, all fields have been entered and you're verifying completeness before the customer can be used in transactions.

Basic Required Fields (Status-Based Validation)

Rule Set: CUSTOMER-REQUIRED-FIELDS
Trigger Table: 18 (Customer)
Trigger Field: [18:39]  // Blocked field - trigger when customer being activated
Trigger Event: Before Modify

Scenarios:
1. {18:39} is <>[18:39]  // Blocked field is changing (using old value {18:39})
2. [18:39] is ' '        // New value is blank (customer being unblocked/activated)

Rule 1: Customer Name Required
Condition: [18:2] is ''
Action: Error - "Customer Name is required before activating customer. 

This customer is being unblocked for use in transactions. All customers must 
have a name for identification in sales orders, invoices, and reports. Enter 
customer name before removing block."

Rule 2: Address Required for Shipping Customers
Scenarios: [18:CustomShippingCustomer] is true
Condition: [18:5] is ''
Action: Error - "Address is required for shipping customers. Customer [18:1] 
is flagged as shipping customer but has no address. Enter address or change 
customer type."

Rule 3: City Required (if Address Provided)
Scenario 1: [18:5] is <>'<>'  // Address filled
Condition: [18:7] is ''
// City blank when address provided
Action: Error - "City is required when address is provided. Complete the 
full address information."

Rule 4: Postal Code Required (if Address Provided)
Scenario 1: [18:5] is <>'<>'  // Address filled
Condition: [18:91] is ''
Action: Error - "Postal Code is required when address is provided."

Rule 5: Country/Region Required
Condition: [18:35]

Placeholders Used in This Pattern:

[18:2] - Customer (Table 18): Name (Field 2) - Customer's name
[18:1] - Customer (Table 18): No. (Field 1) - Customer number
[18:5] - Customer (Table 18): Address (Field 5) - Street address
[18:7] - Customer (Table 18): City (Field 7) - City name
[18:91] - Customer (Table 18): Post Code (Field 91) - Postal/ZIP code
[18:35] - Customer (Table 18): Country/Region Code (Field 35) - ISO country code
[18:39] - Customer (Table 18): Blocked (Field 39) - Status field (' '=active, 'All'=blocked)
{18:39} - Customer (Table 18): Previous value of Blocked field (old value before change)

Why This Pattern Works:

Change Detection: Scenario 1 ({18:39} is <>[18:39]) uses old value comparison to detect when Blocked field is being modified
Activation Detection: Scenario 2 ([18:39] is ' ') confirms the new value is blank (unblocked/active)
Together: Both scenarios ensure rules only fire when customer is being activated, not during regular field updates
Data Exists: At activation time, all fields have been entered, so validation checks have data to validate
Real-World Workflow: Matches actual Business Central usage - create customer → fill details → activate by clearing Blocked field

Conditional Required Fields

Fields required only in certain circumstances:

Rule Set: CUSTOMER-CONDITIONAL-REQUIRED
Trigger Table: 18 (Customer)
Trigger Field: [18:39]  // Blocked field - validate when customer being activated
Trigger Event: Before Modify

Scenarios:
1. {18:39} is <>[18:39]  // Blocked field changing
2. [18:39] is ' '        // Being unblocked (activated)

Rule 1: Tax ID Required for B2B
Condition: [18:CustomCustomerType] is 'B2B' AND [18:CustomTaxID] is ''
Action: Error - "Tax ID (EIN/SSN) is required before activating B2B customer.

This customer is being unblocked but is classified as B2B (business-to-business). 
B2B customers require Tax ID for 1099 reporting and tax compliance. Enter Tax ID 
or change customer type to B2C before removing block."

Rule 2: VAT Registration No. Required (EU B2B)
Condition: [18:35] in ['DE','FR','IT','ES','NL','etc.'] AND 
            [18:CustomCustomerType] is 'B2B' AND 
            [18:166] is ''
// EU country, B2B customer, VAT Reg. No. blank
Action: Error - "VAT Registration No. is required for B2B customers in EU 
countries. Customer [18:2] is in [18:35] and marked as B2B. Enter VAT 
Registration No."

Rule 3: Contact Required for Corporate Accounts
Condition: [18:CustomCustomerCategory] is 'Corporate' AND [18:CustomContactName] is ''
Action: Warning - "Contact Name recommended for Corporate accounts. Enter 
primary contact for this account."

Rule 4: Credit Limit Justification Required (High Limits)
Condition: [18:59] is >100000 AND [18:CustomCreditJustification] is ''
Action: Error - "Credit limits over $100,000 require justification. Enter 
reason for high credit limit or reduce limit to $100,000 or less."

Rule 5: Parent Customer Required (Subsidiary Accounts)
Condition: [18:CustomAccountType] is 'Subsidiary' AND [18:CustomParentCustomer]

Placeholders Used in This Pattern:

[18:35] - Customer (Table 18): Country/Region Code (Field 35) - ISO country code
[18:166] - Customer (Table 18): VAT Registration No. (Field 166) - EU VAT number
[18:2] - Customer (Table 18): Name (Field 2) - Customer name
[18:59] - Customer (Table 18): Credit Limit (LCY) (Field 59) - Maximum credit allowed
[18:CustomCustomerType] - Customer (Table 18): Custom field for B2B/B2C classification
[18:CustomTaxID] - Customer (Table 18): Custom field for tax identification number
[18:CustomCustomerCategory] - Customer (Table 18): Custom field for customer category
[18:CustomContactName] - Customer (Table 18): Custom field for primary contact
[18:CustomCreditJustification] - Customer (Table 18): Custom field for credit limit justification
[18:CustomAccountType] - Customer (Table 18): Custom field for account type
[18:CustomParentCustomer] - Customer (Table 18): Custom field for parent customer link

Contact Information Requirements

Rule Set: CUSTOMER-CONTACT-VALIDATION
Trigger Table: 18 (Customer)
Trigger Field: [18:39]  // Blocked field - validate when customer being activated
Trigger Event: Before Modify

Scenarios:
1. {18:39} is <>[18:39]  // Blocked field changing
2. [18:39] is ' '        // Being unblocked (activated)

Rule 1: Email or Phone Required
Condition 1: [18:102] is ''  // Email blank
Condition 2: [18:103] is ''  // Phone blank
// Both email and phone blank (AND logic between conditions)
Action: Error - "At least one contact method (Email or Phone) is required before 
activating customer.

This customer is being unblocked. Contact information is essential for order 
confirmations, invoice delivery, and customer communication. Enter email address 
or phone number before removing block."

Rule 2: Email Required for Electronic Invoice Customers
Scenario 1: [18:CustomInvoiceMethod] is 'Electronic'
Condition: [18:102] is ''
Action: Error - "Email address is required for customers receiving electronic 
invoices. Enter email or change invoice method to 'Print'."

Rule 3: Multiple Contact Methods Recommended
Condition 1: [18:102] is ''
// Email missing
Condition 2: [18:103]

Placeholders Used in This Pattern:

[18:102] - Customer (Table 18): E-Mail (Field 102) - Customer's email address
[18:103] - Customer (Table 18): Phone No. (Field 103) - Customer's phone number
[18:CustomInvoiceMethod] - Customer (Table 18): Custom field for invoice delivery method

Implementation: Format Validation

Note on Format Validation: Format validations can run on both OnInsert and OnModify because they validate the format of data that exists, not whether required fields are populated. However, for consistency with the activation pattern, these examples use OnModify with Trigger Field [18:39] to validate format when customer is being activated.
Alternative: You could also validate format immediately when fields are changed by using:
Trigger Field: [18:102] (Email field itself)
Trigger Event: Before Modify
No scenarios needed (validates whenever email changes)

Email Format Validation

Rule Set: CUSTOMER-FORMAT-VALIDATION
Trigger Table: 18 (Customer)
Trigger Field: [18:39]  // Validate format at activation
Trigger Event: Before Modify

Scenarios:
1. {18:39} is <>[18:39]  // Blocked field changing
2. [18:39] is ' '        // Being unblocked

Rule 1: Email Format Basic Check
Scenario 1: [18:102] is <>'<>'  // Email exists
Condition: [18:102] is not '*@*.*'
// Doesn't contain @ and .
Action: Error - "Email '[18:102]' appears invalid. Email must be in format 
user@domain.com. Correct email or leave blank."

Rule 2: Email Suspicious Patterns
Condition: [18:102] in ['test@test.com','noemail@email.com','none@none.com']
Action: Warning - "Email '[18:102]' appears to be placeholder/test data. 
Confirm this is customer's actual email address."

Rule 3: Free Email Warning for B2B
Condition: [18:CustomCustomerType] is 'B2B' AND 
            [18:102] like '*@gmail.com|*@yahoo.com|*@hotmail.com'
Action: Warning - "Customer [18:2] is marked as B2B but uses free email 
service ([18:102]

Placeholders Used in This Pattern:

[18:102] - Customer (Table 18): E-Mail (Field 102) - Customer's email address
[18:2] - Customer (Table 18): Name (Field 2) - Customer name
[18:CustomCustomerType] - Customer (Table 18): Custom field for B2B/B2C classification

Phone Number Format Validation

Rule Set: CUSTOMER-PHONE-VALIDATION
Trigger Table: 18 (Customer)
Trigger Field: [18:39]  // Validate format at activation
Trigger Event: Before Modify

Scenarios:
1. {18:39} is <>[18:39]  // Blocked field changing
2. [18:39] is ' '        // Being unblocked

Rule 1: Phone Number Format (US)
Condition: [18:35] is 'US' AND 
            [18:103] is <>'<>' AND 
            [18:103] is <>'###-###-####'
// US customer with phone not matching XXX-XXX-XXXX
Action: Warning - "Phone number '[18:103]' doesn't match standard US format 
XXX-XXX-XXXX. Recommended format for consistency."

**Placeholders Used in Phone Validation:**
- `[18:35]` - Customer (Table 18): Country/Region Code (Field 35) - ISO country code
- `[18:103]` - Customer (Table 18): Phone No. (Field 103) - Customer's phone number
- `[18:91]` - Customer (Table 18): Post Code (Field 91) - Postal/ZIP code

Rule 2: Phone Number Minimum Length
Scenario 1: [18:103] is <>'<>'  // Phone exists
Condition: LEN([18:103]) is <10
// Less than 10 characters
Action: Warning - "Phone number '[18:103]' appears too short. Standard phone 
numbers are 10+ digits. Verify this is complete number."

Rule 3: Phone Number Suspicious Patterns
Condition: [18:103] in ['000-000-0000','111-111-1111','999-999-9999']
Action: Warning - "Phone number '[18:103]

Address Format Validation

Rule Set: CUSTOMER-ADDRESS-VALIDATION
Trigger Table: 18 (Customer)
Trigger Field: [18:39]  // Validate format at activation
Trigger Event: Before Modify

Scenarios:
1. {18:39} is <>[18:39]  // Blocked field changing
2. [18:39] is ' '        // Being unblocked

Rule 1: Postal Code Format (US)
Condition: [18:35] is 'US' AND 
            [18:91] is <>'<>' AND 
            [18:91] is <>'#####' AND 
            [18:91] is <>'#####-####'
// US postal code not 5 digits or ZIP+4
Action: Error - "US Postal Code must be 5 digits (XXXXX) or ZIP+4 (XXXXX-XXXX). 
'[18:91]' is invalid format."

Rule 2: Postal Code Format (Canada)
Condition: [18:35] is 'CA' AND 
            [18:91] is <>'<>' AND 
            [18:91] is <>'L#L #L#'
// Canada postal code not in A1A 1A1 format
Action: Warning - "Canadian Postal Code typically format: A1A 1A1. '[18:91]' 
doesn't match pattern. Verify postal code is correct."

Rule 3: Postal Code Format (UK)
Condition: [18:35] is 'GB' AND 
            [18:91] is <>'<>' AND 
            LEN([18:91]) NOT IN [6,7,8]
// UK postcode typically 6-8 characters
Action: Warning - "UK Postcode '[18:91]' appears unusual length. Verify this 
is correct postcode."

Rule 4: PO Box Detection (when prohibited)
Condition: [18:CustomShippingMethod] is 'Courier' AND 
            [18:5] like '*P.O. Box*|*PO Box*|*POB*'
// Address contains PO Box but courier shipping selected
Action: Error - "Courier shipping cannot deliver to PO Box addresses. Address 
'[18:5]

Implementation: Consistency Validation

Cross-Field Consistency

Rule Set: CUSTOMER-CONSISTENCY-VALIDATION
Trigger Table: 18 (Customer)
Trigger Field: [18:39]  // Validate consistency at activation
Trigger Event: Before Modify

Scenarios:
1. {18:39} is <>[18:39]  // Blocked field changing
2. [18:39] is ' '        // Being unblocked

Rule 1: Currency Matches Country
Condition: [18:35] is 'US' AND [18:CustomCurrency] is <>'USD'
Action: Warning - "Customer in United States ([18:35]) but currency is 
[18:CustomCurrency]. Typically US customers use USD. Confirm currency is correct."

Rule 2: Payment Terms Match Customer Category
Linked Tables: Payment Terms (3)
Scenario 1: [18:CustomCustomerCategory] is 'Retail'
Scenario 2: [18:27] is <>'NET30'
Action: Warning - "Customer category is Retail but payment terms are [18:27]. 
Standard retail payment terms are NET30. Confirm [18:27] is approved for this 
customer."

Rule 3: Price Group Matches Customer Type
Scenario 1: [18:CustomCustomerType] is 'B2B'
Scenario 2: [18:23] is 'RETAIL-PRICE'
Action: Warning - "B2B customer assigned Retail price group. B2B customers 
typically use wholesale/corporate pricing. Confirm price group is correct."

Rule 4: Salesperson Territory Matches Customer Location
Linked Tables: Salesperson (13)
Condition: [18:CustomTerritory] is <>[13:CustomTerritory]
// Customer territory doesn't match assigned salesperson's territory
Action: Warning - "Customer territory ([18:CustomTerritory]) doesn't match 
salesperson [13:1]'s territory ([13:CustomTerritory]). Verify correct 
salesperson assignment."

Rule 5: Tax Liability Matches Country
Condition: [18:35] is 'US' AND [18:CustomTaxExempt] is true AND [18:CustomExemptCertificate]

Business Rule Consistency

Rule Set: CUSTOMER-BUSINESS-RULES
Trigger Table: 18 (Customer)
Trigger Field: [18:39]  // Validate business rules at activation
Trigger Event: Before Modify

Scenarios:
1. {18:39} is <>[18:39]  // Blocked field changing
2. [18:39} is ' '        // Being unblocked

Rule 1: Credit Limit Appropriate for Customer Category
Scenario 1: [18:CustomCustomerCategory] is 'Small Business'
Scenario 2: [18:59] is >50000
Action: Warning - "Credit limit $[18:59] exceeds typical maximum of $50,000 
for Small Business customers. Confirm this credit limit is approved."

Rule 2: International Customer Requirements
Condition: [18:35] is <>'US' AND [18:CustomInternationalApproved] is false
Action: Error - "International customers require management approval. Customer 
[18:2] is in [18:35] (non-US) but not flagged as approved for international 
business. Request approval or change country to US."

Rule 3: Blocked Customer Cannot Be Unblocked Without Reason
Condition: [18:39] is false AND [PreviousValue of 18:39] is true AND [18:CustomUnblockReason] is ''
// Customer being unblocked but no reason specified
Action: Error - "Unblocking customer [18:2] requires documented reason. Enter 
unblock reason before removing block."

Rule 4: High-Risk Industry Additional Requirements
Condition: [18:CustomIndustry] in ['Cannabis','Firearms','Cryptocurrency'] AND 
            [18:CustomRiskApprovalDate] is ''
Action: Error - "Industry '[18:CustomIndustry]

Implementation: Duplicate Prevention

Note on Duplicate Detection: Duplicate detection is one of the few scenarios where Before Insert is appropriate, because you're checking if a new customer being created already exists in the system. However, Business Central's Rule Engine has limited capability for cross-record queries. Duplicate detection typically requires custom AL code or integration with data quality services.

Duplicate Detection Patterns

Rule Set: CUSTOMER-DUPLICATE-DETECTION
Trigger Table: 18 (Customer)
Trigger Field: [18:0]  // Any field - fires when customer being created
Trigger Event: Before Insert

Rule 1: Exact Name Match
// This requires custom code or external duplicate detection
Action: Warning - "Customer with name '[18:2]' may already exist. Search for 
existing customer before creating new record to prevent duplicates."

Rule 2: Similar Name Warning
// Advanced - fuzzy matching typically requires custom implementation
Action: Warning - "Customer name '[18:2]' is similar to existing customer 
'[SimilarName]' ([SimilarNo]). Verify this is a different customer before 
creating."

Rule 3: Duplicate Email Detection
// Requires lookup to check if email exists in other customers
Condition: [Email exists in another customer record]
Action: Error - "Email '[18:102]' is already registered to customer [ExistingCustomer] 
([ExistingNo]). Each customer must have unique email address, or leave email 
blank if not available."

Rule 4: Duplicate Tax ID
Condition: [Tax ID exists in another customer record]
Action: Error - "Tax ID '[18:CustomTaxID]' is already assigned to customer 
[ExistingCustomer]. This indicates duplicate customer. Verify if customer 
already exists before creating."

Rule 5: Duplicate Phone + Address
Condition: [Same phone AND same address exist in another customer]
Action: Warning - "Another customer [ExistingCustomer]

Note: Duplicate detection typically requires custom code, aggregation, or integration with deduplication tools. Basic rule engine functionality may be limited. Consider:

Custom AL code to check for duplicates
Integration with data quality services
Manual review process triggered by warnings

Implementation: Credit and Business Policy Validation

Credit Policy Enforcement

Rule Set: CUSTOMER-CREDIT-POLICY
Trigger Table: 18 (Customer)
Trigger Field: [18:39]  // Validate credit policies at activation
Trigger Event: Before Modify

Scenarios:
1. {18:39} is <>[18:39]  // Blocked field changing
2. [18:39] is ' '        // Being unblocked

Rule 1: Credit Limit Requires Approval
Condition: [18:59] is >0 AND [18:CustomCreditApprovedBy] is ''
Action: Error - "Credit limit of $[18:59] requires credit department approval. 
Enter name of approving manager in Credit Approved By field, or set credit 
limit to $0 for cash-only customers."

Rule 2: Credit Limit Maximum by Category
Scenario 1: [18:CustomCustomerCategory] is 'Retail'
Scenario 2: [18:59] is >25000
Action: Error - "Retail customers have maximum credit limit of $25,000 per 
policy. Customer [18:2] has limit of $[18:59]. Reduce credit limit or upgrade 
customer category to Corporate."

Rule 3: New Customer Credit Limit Restriction
Scenario 1: [18:CustomCustomerAge] is <90
Scenario 2: [18:59] is >10000
// Customer less than 90 days old, credit over $10K
Action: Warning - "New customers (less than 90 days) typically limited to 
$10,000 credit. Customer [18:2] is [18:CustomCustomerAge] days old with credit 
limit $[18:59]. Confirm this is approved."

Rule 4: Cash-Only Customers Must Have Zero Credit
Scenario 1: [18:CustomPaymentMethod] is 'Cash Only'
Condition: [18:59] is >0
Action: Error - "Customer flagged as 'Cash Only' but has credit limit of 
$[18:59]. Cash-only customers must have zero credit limit. Set credit limit 
to $0 or change payment method."

Rule 5: Credit Terms Match Credit Limit
Scenario 1: [18:59] is 0
Condition: [18:27] is <>'COD'
// No credit limit but payment terms allow credit
Action: Warning - "Customer has zero credit limit but payment terms '[18:27]

Customer Category Business Rules

Rule Set: CUSTOMER-CATEGORY-RULES
Trigger Table: 18 (Customer)
Trigger Field: [18:39]  // Validate category rules at activation
Trigger Event: Before Modify

Scenarios:
1. {18:39} is <>[18:39]  // Blocked field changing
2. [18:39] is ' '        // Being unblocked

Rule 1: VIP Customers Requirements
Scenario 1: [18:CustomCustomerCategory] is 'VIP'
Condition: [18:CustomAccountManager] is ''
Action: Error - "VIP customers require dedicated account manager. Assign 
account manager before saving VIP customer."

Rule 2: Enterprise Customer Documentation
Scenario 1: [18:CustomCustomerCategory] is 'Enterprise'
Condition: [18:CustomContractOnFile] is false
Action: Warning - "Enterprise customers typically have master service agreement 
on file. Confirm contract exists for customer [18:2]."

Rule 3: Government Customer Special Requirements
Condition: [18:CustomCustomerType] is 'Government' AND 
            [18:CustomGSAApproved] is false
Action: Warning - "Government customers may require GSA Schedule approval. 
Verify compliance before accepting orders from [18:2]."

Rule 4: Non-Profit Tax Exemption
Condition: [18:CustomCustomerType] is 'Non-Profit' AND 
            [18:CustomTaxExempt] is false
Action: Warning - "Non-profit customer [18:2]

Implementation: Integration with External Validation Services

Address Validation Service Integration

Rule Set: CUSTOMER-ADDRESS-VERIFICATION
Trigger Table: 18 (Customer)
Trigger Event: After Insert, After Modify
// Use "After" events for async/external validation

Rule 1: Trigger Address Validation
Condition: [18:5] is <>'<>' AND [18:CustomAddressVerified] is false
// Address exists but not verified
Action: Custom Action - CallAddressValidationService
  // This requires custom AL code or Power Automate integration
  Parameters:
    Address: [18:5]
    City: [18:7]
    State: [18:CustomState]
    PostalCode: [18:91]
    Country: [18:35]
  Result: Update [18:CustomAddressVerified], [18:CustomStandardizedAddress]

Rule 2: Address Verification Failed
Condition: [18:CustomAddressVerified] is false AND 
            [18:CustomAddressVerificationAttempted] is true
// Verification tried but failed
Action: Email to customer.service@company.com
  "Address verification failed for customer [18:1] - [18:2].
   Entered address:
   [18:5]
   [18:7], [18:CustomState] [18:91]
   [18:35]

Tax ID Validation

Rule Set: CUSTOMER-TAX-ID-VALIDATION
Trigger Table: 18 (Customer)
Trigger Event: After Insert
// After Insert for async validation

Rule 1: Validate US Tax ID (EIN/SSN)
Condition: [18:35] is 'US' AND 
            [18:CustomTaxID] is <>'<>' AND 
            [18:CustomTaxIDVerified] is false
Action: Custom Action - ValidateTaxID
  // Integration with IRS TIN Matching service or similar
  // Requires custom implementation

Rule 2: Validate EU VAT Number
Condition: [18:35] in ['DE','FR','IT','etc.'] AND 
            [18:166] is <>'<>' AND 
            [18:CustomVATVerified]

Credit Bureau Integration

Rule Set: CUSTOMER-CREDIT-CHECK
Trigger Table: 18 (Customer)
Trigger Event: After Insert
// After Insert - credit check is async

Rule 1: Automatic Credit Check for New B2B Customers
Condition: [18:CustomCustomerType] is 'B2B' AND 
            [18:59] is >5000 AND 
            [18:CustomCreditCheckCompleted] is false
Action: Custom Action - RequestCreditReport
  // Integration with D&B, Experian, Equifax, etc.
  // Returns credit score, recommended limit, risk rating
  
Rule 2: Credit Check Results Review
Condition: [18:CustomCreditScore] is <600
// Poor credit score returned
Action: Email to credit.manager@company.com
  "Low credit score for new customer [18:2]:
   Credit Score: [18:CustomCreditScore]
   Requested Credit: $[18:59]
   Risk Rating: [18:CustomRiskRating]

Implementation: Customer Lifecycle Validation

New Customer Onboarding

Note on Onboarding Validation: New customer onboarding is one scenario where Before Insert is appropriate, because you're validating that prerequisite steps (application, terms acceptance, compliance checks) are completed before the customer record is created in the system. This differs from required field validation, where fields are entered after the record exists.

Rule Set: CUSTOMER-ONBOARDING-VALIDATION
Trigger Table: 18 (Customer)
Trigger Field: [18:0]  // Any field - fires on customer creation
Trigger Event: Before Insert

Rule 1: Customer Application Complete
Condition: [18:CustomApplicationComplete] is false
Action: Error - "Customer application incomplete. Complete all required sections 
of customer application before creating customer record."

Rule 2: Terms and Conditions Accepted
Condition: [18:CustomTermsAccepted] is false OR [18:CustomTermsAcceptedDate] is ''
Action: Error - "Customer must accept Terms and Conditions before account 
creation. Obtain signed agreement and record acceptance date."

Rule 3: Credit Application Submitted (for credit customers)
Condition: [18:59] is >0 AND [18:CustomCreditAppSubmitted] is false
Action: Error - "Credit application required for customers requesting credit 
terms. Submit and approve credit application before setting credit limit."

Rule 4: Reference Check Completed (high-value customers)
Condition: [18:59] is >50000 AND [18:CustomReferencesChecked] is false
Action: Warning - "Customers with credit over $50,000 typically require trade 
reference verification. Confirm references have been checked for [18:2]."

Rule 5: Background Check (specific industries)
Condition: [18:CustomIndustry] in ['Defense','Pharmaceutical','Financial Services'] AND 
            [18:CustomBackgroundCheckComplete] is false
Action: Error - "Industry '[18:CustomIndustry]

Customer Status Changes

Rule Set: CUSTOMER-STATUS-VALIDATION
Trigger Table: 18 (Customer)
Trigger Field: [18:39]  // Blocked field - monitor status changes
Trigger Event: Before Modify

Rule 1: Customer Block Requires Reason
Scenario 1: [18:39] is <>' '  // Being blocked (new value not blank)
Scenario 2: {18:39} is ' '     // Was not blocked before (old value blank)
Condition: [18:40] is ''
// Customer being blocked but no reason specified
Action: Error - "Blocking customer [18:2] requires documented reason. Select 
block reason code before applying block."

Rule 2: Outstanding Balance Before Block
Scenario 1: [18:39] is <>' '  // Being blocked (new value not blank)
Condition: [18:61] is >0
// Has balance
Action: Email to collections@company.com
  "Customer [18:2] blocked with outstanding balance $[18:61].
   Block Reason: [18:40]
   Age of Balance: [18:CustomOldestInvoiceAge] days
   
   Review for collections action."

Rule 3: Unblock Approval Required
Scenario 1: {18:39} is <>' '  // Was blocked (old value not blank)
Condition: [18:39] is ' ' AND [18:CustomUnblockApprovedBy] is ''
// Customer being unblocked but no approver specified
Action: Error - "Unblocking customer [18:2] requires management approval. 

This customer was previously blocked. Document the approving manager's name 
before removing block. Contact your supervisor for authorization."

Rule 4: Status Change Audit
Condition: [18:CustomStatus] is <>{18:CustomStatus}  // Status field changed (using old value)
Action: Log - Record status change
  "Customer [18:1] status changed from {18:CustomStatus} to [18:CustomStatus]
   Changed by: [USERID]
   Date: [TODAY]
   Date: [TODAY]
   Time: [TIME]

Performance Optimization for Customer Validation

Validation Priority and Sequencing

Fast validations first (reject obviously bad data quickly):

Use Scenarios to Filter

Rule Set: CUSTOMER-VALIDATION
Scenarios: 
  1. [18:2] is <>'<>' // Name not blank (reject blanks immediately)
  2. [18:CustomValidationRequired] is true // Only validate flagged records

Rules: [Detailed validation logic]

Async Validation for Slow Operations

Synchronous (immediate, fast):

Required fields
Format checks
Basic business rules
Trigger: Before Insert/Modify

Asynchronous (delayed, slow):

Address verification (API call)
Tax ID validation (external service)
Credit checks (third-party)
Duplicate detection (complex search)
Trigger: After Insert, then update customer record

Testing Customer Validation Rules

Test Case Matrix

Test Scenario	Required Fields	Format	Consistency	Duplicates	Policy	Expected Result
Valid new customer	All filled	Valid	Consistent	No dup	Compliant	Success
Missing name	Name blank	-	-	-	-	Error
Invalid email	Filled	Bad format	-	-	-	Error
Mismatched currency	Filled	Valid	US/EUR mismatch	-	-	Warning
Duplicate email	Filled	Valid	-	Email exists	-	Error
Excessive credit	Filled	Valid	-	-	Over limit	Error/Warning
New customer (all checks)	Complete	Valid	Consistent	No dup	Compliant	Success + async checks

Test Data Preparation

Create test customers for each scenario:

Monitoring and Maintenance

Validation Metrics

Track validation effectiveness:

Continuous Improvement

Regular review cycle:

Conclusion

Customer data validation transforms data quality from reactive cleanup to proactive prevention. By implementing comprehensive validation at the point of data entry, you ensure accurate, complete, consistent customer information that improves every downstream process.

Key validation categories:

Required fields: Essential data for operations and compliance Format validation: Correct structure for emails, phones, addresses Consistency: Cross-field relationships and business logic Duplicates: Prevent multiple records for same customer Business policies: Credit limits, customer categories, approvals External validation: Address verification, tax ID checks, credit bureaus

Implementation approach:

Start with required field validation (highest impact, lowest complexity)
Add format validation for key fields (email, phone, address)
Implement consistency checks for related fields
Add duplicate detection (may require custom development)
Enforce business policies (credit, categories, approvals)
Integrate external validation services (async, after-save)

Success factors:

Clear, helpful error messages with specific guidance
Balance strictness (errors) with flexibility (warnings)
Fast validation for common checks, async for slow operations
Continuous monitoring and refinement
User training and communication

ROI of customer data validation:

By investing in comprehensive customer data validation, you protect your business from costly errors, improve operational efficiency, ensure compliance, and deliver better customer experiences—all while reducing the burden of manual data cleanup.

Related Reading:

Preventing Data Entry Errors: Validation Best Practices
Writing Effective Error Messages for Business Rules
The Complete Guide to Placeholders for Dynamic Messages
Duplicate Detection Strategies in Business Central
Integrating External Validation Services with QUALIA Rule Engine

Business Central

Triggering Power Automate Flows from Business Rules

Advanced Table Linking and Cross-Record Validation

Aggregate Calculations Across Related Records: Summing, Counting, and Analyzing Data

Automated Email Notifications from Business Rules

Automatically Setting Field Values with Assign Actions

Building an Approval Workflow: When Orders Need Manager Sign-Off

Building Commission Calculation Rules for Sales Teams: Automating Sales Incentives

Building Multi-Condition Validation Rules: Understanding Independent Condition Evaluation

Construction and Project-Based Industry Solutions

Creating Your First Business Rule: A Step-by-Step Beginner's Guide

Custom Validation Messages for Business Rules

Distribution and Logistics Industry Solutions

Energy and Utilities Industry Solutions

Financial Services Industry Solutions

Food and Beverage Industry Solutions

Government and Public Sector Procurement Solutions

Healthcare and Medical Supply Industry Solutions

How to Implement Credit Limit Validation in 10 Minutes

How to Link Multiple Tables for Complex Multi-Table Validation

How to Prevent Infinite Loops in Your Business Rules

How to Prevent Negative Inventory with Business Rules

How to Validate Customer Data Before Order Creation

Implementing Discount Authorization Rules: Control Pricing with Confidence

Implementing Required Field Validation: Ensuring Data Completeness

Interactive Confirmation Dialogs in Business Rules

Manufacturing Industry Solutions

Non-Profit and Grant Management Solutions

Performance Optimization for Business Rules

Pharmaceuticals and Life Sciences Solutions

Preventing Data Entry Errors: Validation Best Practices

Professional Services Industry Solutions

Real Estate and Property Management Solutions

Retail and Point-of-Sale Industry Solutions

Rule Groups and User Permissions: Controlling Who Gets Which Rules

Rule Set Organization and Maintenance

Rule Versioning and Change Management

Testing and Debugging QUALIA Business Rules

Transportation and Logistics Industry Solutions

Understanding the Rule Execution Pipeline: From Trigger to Action

Understanding Validation Scenarios and Timing

Using Old Value Placeholders for Change Detection and Validation

Understanding the Rule Execution Pipeline: From Trigger to Action

QUALIA Rule Engine operates as a sophisticated event-driven system that intercepts data changes in Business Central and evaluates configured business rules in real-time. Understanding the execution pipeline—how a database operation flows through trigger detection, scenario evaluation, condition processing, and action execution—is essential for advanced rule design, performance optimization, and troubleshooting.

Energy and Utilities Industry Solutions

Energy and utilities companies face complex regulatory requirements including FERC compliance, NERC reliability standards, environmental regulations, rate case filings, renewable energy credit tracking, interconnection agreements, demand response programs, and outage management protocols. Asset-intensive operations with critical infrastructure, regulatory cost recovery mechanisms, time-of-use pricing structures, and customer meter-to-cash processes demand automated validation beyond standard ERP capabilities.

Real Estate and Property Management Solutions

Real estate and property management companies require specialized business rules for lease administration, tenant billing, common area maintenance (CAM) reconciliation, security deposit tracking, maintenance workflow management, vacancy management, rent escalation calculations, and portfolio performance analysis. Multi-entity property ownership structures, percentage rent calculations, operating expense recoveries, lease abstraction accuracy, and compliance with lease accounting standards (ASC 842 / IFRS 16) demand automated validation beyond standard ERP capabilities.

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