Note: The following steps are for deleting a reference piece, excluding a fund, in the Reference Files; to delete a fund, follow the correct instructions within the Deleting a Fund topic. If the reference piece is currently being used in an account number, the system will not allow it to be deleted. Also, if the number of the reference piece ends with a zero (0), it can only be deleted if there are not any additional numbers greater than that '0' level in the particular series; for example, reference piece 110 can only be deleted if numbers 111 through 119 do not exist, and reference piece 100 can only be deleted if numbers 101 through 199 do not exist.
From the General Ledger screen, select the Maintenance menu and then Reference Files.
Select the appropriate file which contains the reference piece to delete. For example, to delete a function, select Functions.
At the screen for the selected reference piece, enter the number of the reference piece to delete 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.
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 displayed in uppercase Xs. If the account type does not contain the reference piece, Not Used is displayed for that account type.
Once the reference piece to delete is displayed on the screen, click the Delete button; when prompted to delete the record, click Yes.