One item used for insert and update

I'm still trying to learn APEX and need to understand how to use an item for both update and insert. Is the LOV part used for the insert and the SOURCE for the update? I have a WHERE clause I need to use for the insert but not the update. I have to display items when updating that would not show up in the insert b/c only active things should be in the insert whereas the update can contain retired values. Also one such item needs to display its value but hold on to it's ID. Also, I am displaying items from more than one table so I'm not sure if I can say it's a Database Column. AS you can see, I'm really confused and the doc doesn't usually explain these details and is not helping me. Can someone explain how to set up such items? Thank you!

I do actually have things working (I do have insert, update and delete processes) since I copied from another app, but there are some details that are not working well. For example, I have a linked field that pulls up a record (row fetch) and 2 of the fields do not pull up the values for that row (it's a select list and that's there but it doesn't highlight the correct value). For one of them, when inserting, the LOV (I think) should only show the active values but then, when the row is fetched, it needs to show a value from the table even if it's no longer active. I'm missing something and don't know what it is.

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