Manage Tables

Tables provide predefined choices that help users enter consistent information. When a field uses a table, users can select a value instead of entering it manually.

The Tables tab on the Fields and tables page lists the tables in your system. From this tab, you can add tables or use the menu next to a table to view and edit its values.

To find a table, search the list or apply filters.

Tip: The total number of tables appears above the list. When tables span multiple pages, use the page navigation at the bottom of the list. You can also reorder columns by dragging the column headers.

Steps to Add a New Table

  1. From the Fields and tables page, select Add under Tables.

  2. In the Table name field, enter a name for the table, such as "Departments," or "Programs."

  3. In the Subledger field, select the area you want to add the table.

  4. If you want to include a short description (up to 6 characters) for the table entry, select the checkbox and specify the length. The Short description field appears when you add the table entry.

    Tip: If you want to use this table as a segment in an account number, you must give it a numeric short description.

  5. Select Add value to add entries to the table. When you add table entries, you can enter the description, mark active or inactive, and specify the order of the table entries.

    Tip: We recommend you limit rights for adding and editing table entries. Allowing only a few key users to add and edit table entries helps ensure the validity of your database, records, and reports.

  6. Select Save.

Edit a Table

When you edit a table, you can add values, mark values active or inactive, and edit value descriptions.

  1. From the Tables list, select the menu next to the table you want to edit, and select View. This will display all the table entries in the table.

  2. From the list of table entries, you can add a new table entry by selecting Add a table entry , or you can edit an existing table entry by selecting Edit from menu in the table entry list.

    Tip: To help locate a table entry, you can use the search and filters above the list.

  3. Select Save to save the table and return to the list of table entries.

Delete a Table

You can delete a table only when it has no values. Delete its table values before you delete the table.

  1. From the Tables list, select the menu next to the table you want to delete, and select View. The table record appears.

  2. If you need to delete table entries from the table, use the menu to delete the table entries.

  3. Select Delete to delete the table and return to the Tables list.

Tip: You can't delete a table that contains values.