# Manage master records

Save sellers, buyers and items so you can reuse their details in documents. Select the country and environment where you will use the records before you begin.

Master records are reusable seller, buyer and item details. They help you fill document fields consistently without entering the same information each time. The app calls each list of records a **catalog**: the buttons that save and reuse master records are **Save to Catalog**, **Add to Catalog** and **Add from Catalog**.

> **Before you start**
>
> Select the country and environment where you create or fix documents. Masters keeps a separate catalog for each selection.
>
> Have an ID for each record. The ID is the only field required to save a catalog record, but add every detail that you want the document form to reuse.

## Step 1: Open a catalog

In the Invoice Portal, expand **Masters** and choose **Buyers**, **Sellers** or **Items**. The page shows the records for your selected country and environment.

![The Sellers Masters page with a Search Sellers field, an Add Seller button and an empty records table.](https://docs.complyance.io/_app/immutable/assets/sellers-list.9T46IJ3I.webp)

The Sellers catalog. Buyers and Items use the same layout.

## Step 2: Add a record

Choose **Add Buyer**, **Add Seller** or **Add Item**. Fill in the ID and the details you want to reuse.

The form shows the fields available for the selected country. A red star marks the ID as required. Some records also let you add repeating details, such as tax IDs or registration numbers, with **Add entry**.

![The Add Seller to Catalog dialog for the United Arab Emirates. Seller Party ID is marked as required, and the remaining seller and address fields are optional.](https://docs.complyance.io/_app/immutable/assets/add-seller.gqeGwN9j.webp)

A seller record for the United Arab Emirates. Available fields change with the country.

## Step 3: Save the record

Choose **Save to Catalog**. The dialog closes and the record appears in the catalog.

## Step 4: Reuse the record in a document

Open a document form and go to **Seller details**, **Buyer details** or **Line items**.

- Choose **Add from Catalog** to search for a saved record. Selecting a seller or buyer fills its saved fields. Selecting an item adds a line with its saved fields.
- Choose **Add to Catalog** to save the details currently entered in the form as a new master record.

## Maintain the catalog

- Use the search field to find a record by its saved details.
- Use the pin control to pin or unpin a record.
- Use the edit action to change a record, then save it.
- Use the delete action to remove a record. The **Delete Record** dialog warns that this cannot be undone.

## If something goes wrong

### `ID is required.`

Enter the record’s buyer, seller or item ID, then choose **Save to Catalog** again.

### A record is missing from **Add from Catalog**

Confirm that the document and the master record use the same country and environment. Also check that you opened the matching catalog: seller, buyer or item.

### `The catalog could not be loaded.`

Close the catalog and try again. If it still does not load, refresh the page. Contact support if the problem continues.

Next, [create or fix a document](https://docs.complyance.io/one-platform/invoice-portal/documents/create-and-fix/) with the saved details.

Source: https://docs.complyance.io/one-platform/invoice-portal/masters/