Note: The instructions below are for using the Change Descriptions option to quickly update or change the descriptions for the account numbers in the Chart of Accounts or the descriptions for the reference pieces in the Reference Files (excluding the Fund File).
To update the descriptions for the account numbers, select the Maintenance menu from the General Ledger screen and then Chart of Accounts; or to update the descriptions for a reference piece, select the Maintenance menu from the General Ledger screen, Reference Files, and then select the appropriate file for the reference piece (for example, to update the descriptions for the functions, select Functions).
Select the Options menu and then Change Descriptions.
At the Change Descriptions screen, enter the option for changing the descriptions (Capitalize Each Word, Individual, or Uppercase) in the Change Option field, or click the down-arrow button to select the correct one. To automatically update all the descriptions so that the first letter of each word is capitalized (and also manually edit descriptions if needed), enter Capitalize Each Word. To automatically update all the descriptions to be in all uppercase letters (and also manually edit descriptions if needed), enter Uppercase. To manually edit descriptions individually within a list, enter Individual.
Click the Display button.
The account numbers or reference piece numbers and the current and new descriptions for each appear in the list on the bottom of the screen. If desired, to change the description for a specific number, click in the New _____ Description field for that number (row) and key the desired description. The description can be up to 100 characters long.
Tip: If Capitalize Each Word or Uppercase was specified in the Change Option field, the descriptions in the New _____ Description field will automatically be formatted with either all uppercase letters or the first letter of each word capitalized as designated, and the descriptions can be manually edited if desired. If Individual was specified in the Change Option field, the descriptions in the New _____ Description field will be the same as the current descriptions, and the descriptions can be manually edited as desired.
After all the desired changes to the descriptions have been made, click the Execute button.
When prompted to continue, click Yes.
A message will appear in the status bar when the process is completed.