Lookups

2.2 Lookups

The Lookups setup screen defines the contents in many drop-down fields used throughout the system. Fields that make use of drop-down field will accept only entries that are stored on this screen.

The Lookups screen contains two sections: Lookup Types and Lookup Codes. Lookup types and codes can be system-defined or user-defined. The lookup types describe the function of the related lookup codes.

For system-defined lookup types, only the Description field may be changed.

A system-defined lookup type (Lookup Types block, System Defined is selected) is one that is critical to the system and cannot be changed. However, you can still modify the lookup type description and Record indicator (Enabled/Disabled).

A user-defined lookup type (Lookup Types block, System Defined is not selected) is one that can be modified, depending on a user's business needs. You can modify the description, system indicator and record indicator. If a lookup type is user-defined, the lookup code belonging to that lookup type can either be system-defined or user-defined.

A system-defined lookup code (Lookups screen, System Defined is selected) is one on which the system processing is dependent. Without this lookup code, the process produces incorrect results or fails.

A user-defined lookup code (Lookups screen, System Defined is not selected) is one that can be defined or altered by a user.

WARNING: System-defined lookup types are those that are required by the system. Their related lookup codes will also be system defined. If you update and save a user-defined lookup type as a system-defined-lookup type (that is, change the System Defined button from No to Yes in the Lookup Type sub screen), the system will not allow you to change the lookup type back to user-defined in the future.

Note:

Lookup codes cannot be deleted, as they may have been used in the past, and the display and processing of that data is still dependent on the existing setup.

Typically, the system Administrator would modify the descriptions of lookup codes and add new lookup codes to the existing lookup types as needed.

To set up the Lookups

Click Setup > Setup > Administration > System > Lookups. The system displays the Lookups screen. The details are grouped into two:
- Lookup Types
- Lookup Codes

In the Lookup Types section, perform any of the Basic Operations mentioned in Navigation chapter.

Figure 2-4 Lookups

Description of "Figure 2-4 Lookups"

A brief description of the fields is given below:

Table 2-6 Lookups setup

Field	Do this
Lookup Type	Specify the lookup type.
Description	Specify the description for the lookup type.
System Defined Yes/No	Select Yes, if you wish to maintain the lookup type as system defined and No, if you wish to maintain lookup type as User defined.
Enabled	Check this box to enable the lookup type.

Perform any of the Basic Actions mentioned in Navigation chapter.

In the Lookup Codes section, you can setup individual codes that a field or process using the related lookup type can have. Perform any of the Basic Operations mentioned in Navigation chapter.

A brief description of the fields is given below:

Table 2-7 Lookup Codes

Field	Do this
Lookup Code	Specify the lookup code. These are solely dependent on the function of the Lookup Type.
Description	Specify the lookup code description. This may be changed as per your business requirement.
Sort	Specify the sort order for the lookup code. This determines the order these lookup codes are displayed or processed.
Sub Code	Specify the sub code for the lookup code.
System Defined Yes/No	Select Yes, if you wish to maintain the lookup code as system defined and No, if you do not want to maintain it as system defined. System defined lookup codes cannot be modified, except for changing the Description or Sorting fields. If the lookup type is not system defined, then the code can be modified.
Enabled	Check this box to enable the lookup code.

Perform any of the Basic Actions mentioned in Navigation chapter.

Parent topic: Administration System