10 Working with User Defined Codes

This chapter contains the following topics:

• Section 10.1, "Understanding User Defined Codes"

• Section 10.2, "Customizing User Defined Codes"

10.1 Understanding User Defined Codes

Most forms in JD Edwards EnterpriseOne contain fields. Some fields enable you to enter any value, and some require you to select from a list of values. A user defined code (UDC) is one value in a set of values that is assigned as valid for a field. You can use UDCs to categorize your data and make sure that users provide consistent input on forms. Because users can select only values from the list, UDCs simplify, standardize, and validate the data that is contained in fields.

From any JD Edwards EnterpriseOne application, you can identify fields that have UDCs attached to them by using the visual assist button that appears when you tab into or click in a field. If you do not know the value to enter in a field with a user defined code attached to it, click the visual assist button, which accesses the Select User Define Code form. This form displays all values contained in the user defined code tables for this field. You can then select the value to use.

JD Edwards EnterpriseOne provides predefined UDCs, but many of the UDCs that you use are unique to your enterprise, and your needs are likely to change. Therefore, the system lets you change, add, and delete UDCs to meet the needs of your enterprise.

10.1.1 Category Codes

Throughout the system, you will see references to category codes. Category codes are UDC types that JD Edwards EnterpriseOne provides for you to customize according to your needs. You can change the code type and the description, and you can redefine the UDCs as appropriate for your purposes. For example, you might see a UDC type called Category Code 01. You can change its description and define the UDCs within it to suit your business needs.

10.1.1.1 Example: User Defined Codes in Address Book

JD Edwards EnterpriseOne systems use UDCs. For example, Address Book uses a field called Search Type to classify the entries in the address book. When you click the visual assist button in the Search Type field on the Work With Addresses form, a list of the search types appears. These search types are UDCs. Some of the search types include the following:

• A - Applicants

• C - Customers

• V - Suppliers

• E - Employees

You can use these UDCs to classify your address book entries, and you can add or change UDCs to accommodate your needs. For example, if you need to categorize some of your address book entries as students, you can add a UDC to the list, such as S - Students.

UDCs are also used to supply values for the following:

• State and province codes

• Units of measure

• Document types

• Languages

When you click the visual assist for a field and the system displays the Select User Defined Code form, you know that you are working with UDCs.

10.2 Customizing User Defined Codes

A UDC is made up of two parts. The first part is the code, which consists of the characters that you enter in a field. The second part is the description, which is text that describes what the code means. You can change both the code and the description. For example, the UDC list of search types contains the code C, which designates Customers. A medical facility might change this code and description to P for Patients.

10.2.1 Prerequisite

Every UDC belongs to a UDC type. Verify that a UDC type exists for which you will add the UDC.

For more information on UDC types, see "Customizing UDC Types" in the JD Edwards EnterpriseOne Tools System Administration Guide.

10.2.2 Changing a UDC

Access the Work With User Defined Codes form. On the JD Edwards EnterpriseOne web client, from a System Setup menu for your product, access the P0004A program.

1. Complete the Product Code and User Defined Codes fields and click Find.

   For example, to display the list of Address Book search types, which is UDC 01/ST, type 01 in the Product Code field and ST in the User Defined Codes field.

2. Select the code that you want to modify and click Select.

3. On the User Defined Codes form, modify any of these fields and click OK:

   Field	Description
   Codes	A list of valid codes for a specific user defined code list.
   Description 01	A user defined name or remark.
   Description 02	Additional text that further describes or clarifies a field in the system.
   Special Handling	A code that indicates special processing requirements for certain user defined code values. The value that you enter in this field is unique for each user defined code type.
   Hard Coded	A code that indicates whether a user defined code is hard-coded. Valid values are: Y The user defined code is hard-coded N The user defined code is not hard-coded A check mark indicates that the user defined code is hard-coded.

   
   

10.2.3 Adding a UDC

Add a UDC to a UDC type when none of the existing codes is appropriate for your needs. For example, if you need to identify the entries in the address book that are your business partners, you can add a search type B - Business Partners to UDC 01/ST.

Access the Work With User Defined Codes form. On the JD Edwards EnterpriseOne web client, select the appropriate program for changing UDCs.

1. Complete the Product Code and User Defined Codes fields and click Find. In the User Defined Codes field, enter the UDC type for which you want to add the UDC.

2. On the Work With User Defined Codes form, click Add.

3. On the User Defined Codes form, scroll to the last empty row of the detail area.

   Important:

   Be sure to add each new code on the last detail row so that you do not inadvertently overwrite a blank code, which might appear in the first detail row. A blank code might have only a period in the Description field.

4. Enter a code in the Codes field. To allow a blank as a valid value, leave this field blank.

5. Enter a description in the Description 1 field. To allow a blank as a valid value, type any character (such as a period) in the last space in this field.

6. Complete the Special Handling and Hard Coded fields, and then click OK.

10.2.4 Deleting a UDC

You can delete UDCs from a UDC type, but do so with caution. Only delete UDCs as part of a coordinated plan within your enterprise. For example, you might delete the F - Facilities UDC from the list of search types if you do not want users to select that UDC.

If you delete a UDC, the system deletes only the code from the UDC type. UDC values in existing records are not deleted.

Important:

Do not delete hard-coded UDCs because JD Edwards EnterpriseOne applications might depend on them. Hard-coded UDCs have the value Y in the Hard Coded field on the Work With User Defined Codes form.

Access the Work With User Defined Codes form. On the JD Edwards EnterpriseOne web client, from a System Setup menu for your product, access the P0004A program, or enter UDC in the Fast Path field.

1. Complete the Product Code and User Defined Codes fields and click Find.

2. On the Work With User Defined Codes form, select the UDC from the detail area that you want to delete and click Delete.

   Important:

   Ensure that you want to delete this UDC. The only way to replace a deleted UDC is to add it again.

3. Click OK to confirm that you want to delete the UDC.

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