Note: The following steps are for changing a reference piece, excluding a fund, in the Reference Files; to change a fund, follow the correct instructions within the Changing a Fund topic.
From the General Ledger screen, select the Maintenance menu and then Reference Files.
Select the appropriate file which contains the reference piece to change. For example, to change a function, select Functions.
At the screen for the selected reference piece, enter the number of the reference piece to change in the _____ Number field. The name of the selected file, such as function, will appear in place of the underscore. If the number is not known, click the down-arrow button or the Find button to select the correct one.
Make the desired changes to the reference piece number.
Note: If the reference piece number is used in an account number that is currently saved within the Crosswalk Account Numbers option, the system will not allow the number to be changed.
The account structure as defined within your database for the three basic types of accounts (Balance Sheet Accounts, Revenue Accounts, and Expenditure Accounts) are shown at the bottom of the screen with the reference piece being changed in uppercase Xs. If the account type does not contain the reference piece, Not Used is displayed for that account type.
After all the changes have been made, click the Save button.
If the number of the reference piece was changed, a prompt will appear verifying whether or not to change the number or add a new one. To change the number of the reference piece, click the Change button. To not change the number and revert to use the original number, click the Revert to Original button. To add a new reference piece with the specified number that is a duplicate of the current one, click the Create New button.
Note: If the reference piece was changed to a new number (by clicking the Change button) or a new one was added (by clicking the Create New button), the applicable '0' level reference numbers are automatically created, if they do not already exist. For example, if a reference piece number was changed to or created for 111, reference piece numbers 110 and 100 are automatically created (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.