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When a lookup table item is no longer required

No provision is made in the software interface to delete lookup table items as that may affect the historical accuracy of existing records.

Each item in the lookup tables has a checkbox that denotes whether it is Active. Some Lookup Table items are reserved by the system, and they may not be rendered inactive. In most cases however, an item that is no longer required may be rendered 'Inactive' by unchecking that box.

  • Checked items will be available for selection in combo or drop-down boxes for data entry purposes, and list filters.
  • Unchecked items will NOT appear in combo or drop-down boxes for data entry purposes, However, all major lists have a 'Show inactive options' checkbox. When that box is checked, the lists may be filtered on the basis of inactive options e.g. redundant business units or obsolete document types. This preserves historical accuracy, while streamlining the choices presented to current users.

It is technically possible for your I.T. System Administrator to delete unwanted lookup table items at database level using management tools in Microsoft SQL Server. However, extreme caution is urged with care taken to thoroughly check that no existing records would be affected.

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