The Abbreviation should be a unique, shortened version of the full name, and can contain up to 10 characters (numbers or letters). This is the name that will appear on reports, so it should also be recognizable. It should also reflect the form used in the full name to make it easier to locate similar items. Using the example of lettuce, it would be easier to find similar items when searching by Abbreviation listed as
LtceBos
LtceGrnLf
LtceIcb
LtceRom
than it would searching for
BosLtce
GrnLfLtce
IcbLtce
RomLtce
Using the first form of abbreviation, a search would take you to the area of the database that lists all the different kinds of lettuce, whereas the second would locate only the one type of lettuce.
To coordinate this process with others who may be entering items into your database, or to make things easier on yourself, jot down an abbreviation of each "general" item so that you can use it over and over again. All you do then is add the variety or brand name and you have the makings of a good database system. Here are a few:
Lettuce: Ltce
Cabbage: Cab
Potato Pto
Beef Bf
Pork Pk
To these abbreviations simply add a suffix for the type: PtoRst for Russet Potatoes, BfGnd for Ground Beef, etc.
Press the TAB key to move into the Internal Reference field.