Lookups
In fields that require a pre-defined value, you can perform a lookup if you do not know the value. The pre-defined value can be an existing record or a table-driven value.
Word index lookups and dynamic lookups are supported in Distribution SX.e. If the Lookup window contains fields that pertain to the value you are searching for, it is a word index lookup. If the Lookup window contains only Search field, it is a dynamic lookup.
To conduct an initial search in either type of lookup, specify a value in the field before you click the icon. Search results are then shown in the Lookup window.
To conduct a subsequent search, click to clear the values in the search criteria fields. To close the Lookup window without selecting a record, click .
If a lookup field contains an existing value, the entire value is automatically selected when you initially click in the field. This feature ensures that the old value is fully deleted when you specify a new value or clear the field.
Excluding inactive records from lookup searches
Ensure that the Active Only option is selected in the lookup window to exclude inactive records from these lookup searches:
- Product
- Customer
- Ship To
- Vendor
- Ship From
A product is inactive if Inactive is selected in the Status field in Product Setup. Warehouse products and cross-reference products that are tied to an inactive product are also considered inactive.
The Active Only option in the Product lookup works in conjunction with facet search criteria, such as Record Type and Status.
By default, the Active Only option is selected in each lookup. You can clear the option to include inactive records in your search.
Facet search
A facet is a subset of data from a previous search. You can conduct a facet search to narrow the results of a previous search. You can also conduct a search that is based only on a facet value.
To narrow the results of a previous search, select facets after you search on a value that you specified in lookup field or Search field. The facet values with the greatest number of records are displayed in the facet fields. The number of records is displayed parenthetically after each facet value.
For example, you are searching for a customer that sells lumber in Colorado. Your initial search for lumber in the Customer Lookup produced over 150 results. You select CO in the State field to narrow the results to 68 records. After searching by state, you can conduct a subsequent facet search by city to further narrow the results.
To conduct a search on facet values, click or Show More in the lookup window without first specifying a value in the Search field. In the facet fields, you can then select facet values to use in your search.
For example, you are searching for a customer in Colorado. You click to make values available in the facet fields. You select CO in the State field, and then click . After searching by state, you can conduct a subsequent facet search by city or zip code to further narrow the results.
The Product Lookup is the exception to facet-based searches. Because of the large number of product records, a search value is also required to generate results.
You can save facet searches for subsequent use. Optionally, you can save a search as the default search. The default search is displayed in the Saved Searches field when you access the facet search on a Lookup window. You must click to conduct the saved search.
Saved facet searches are available in all functions with the same type of lookup. For example, a facet search that you saved in the Product Lookup in Product Availability Inquiry is available in the Product Lookup in Sales Order Entry.
Saved facet searches are stored in the Distribution SX.e database. You can select saved searches any machine or browser from which you access Distribution SX.e.
Facet values in initial lookup searches
When you conduct an initial search in a lookup window, you can include this information:
- Values for the primary entity
- ID number of a facet entity
For example, to search for a threaded flange from vendor number 101, specify threaded flange 101 in the Search field in the Product Lookup window. The results that display in grid meet the criteria specified for the primary and facet entities. The facet entity is displayed in the corresponding field in the Facet Search section, and available for a facet search. If you did not include the facet entity ID in the initial search, the entity might not be available in the Facet Search section.
To include a facet entity in the initial search, an ID number must be associated with the facet entity. Some entities, such as Product Line, do not use an ID number.
Most recently used (MRU) lookup
Use the most recently used (MRU) lookup feature to view the last five records that you accessed for a given entity or document. Documents that you created through the import process, such as sales orders, are included in the MRU list.
To activate the feature, click in a field with a lookup. The most recent records you accessed are then displayed in a list under the field. You can click record in the list to enter it in the field.
The MRU list does not display if you press to advance to the field. You must use your mouse to click in the field to view the list.
The MRU lookup feature, which is available in most fields with a lookup, carries from function to function. For example, an order you maintained in Sales Order Entry is included in the most recently used lookup list in Sales Order Inquiry.