Steps
to Change a Reference PieceNote: The following steps are for adding a reference piece, excluding a fund, to the Reference Files; to add a fund, follow the correct instructions within the Adding a Fund topic.
From the General Ledger screen, select the Maintenance menu and then Reference Files.
Select the appropriate file for which to add the new reference piece. For example, to add a new function, select Functions.
At the screen for the selected reference piece, click the New Record button.
Note: For any field equipped with the repeat function, click the Repeat button or press the Ctrl+R keys to repeat the previous entry for the specified field. The repeat function is only available after your initial entry.
Enter the number for the new reference piece in the _____ Number field. The name of the selected file, such as function, will appear in place of the underscore. The length of the number will vary, depending upon the designated reference structure for your database and the particular reference piece being added.
Enter the description for the new reference piece in the _____ Description field. The name of the selected file, such as function, will appear in place of the underscore. The description can be up to 100 characters long.
If the number of the reference piece being added ends with a zero (0), the Report Summary Usage Only field will be enabled. Select the Report Summary Usage Only field to indicate the new reference piece will only be used for printing a description on the applicable summarized reports and cannot be used in an account number. A checkmark will appear in the box if the field is selected.
The account structure as defined within your database for the three basic account types (Balance Sheet Accounts, Revenue Accounts, and Expenditure Accounts) are shown at the bottom of the screen with the reference piece being defined in uppercase Xs. If the account type does not contain the reference piece being defined, Not Used is displayed for that account type.
Click the Save button.
The new reference piece number is created in the system, along with the applicable '0' level reference numbers, if they do not already exist. For example, if reference piece number of 111 was added, 111 is created in the system, along with 110 and 100 (if 110 and 100 did not already exist). The '0' level reference numbers are created with the Report Summary Usage Only field selected by default and using the number as both the number and the description; as in the example above, 110 is created with a description of 110 and 100 is created with a description of 100. Edit the '0' level reference numbers at this time to define (change) the descriptions as needed.