Updating the Description File Maintenance

This support note applies to:

AO Classic General Ledger (AU)

Article ID: 25240

The Description File Maintenance contains information about the client that used in reports. For example the Directors Report uses the code CODIR1 to display the name of the Director. If you use the MYOB Standard reports, then you may be required to update the codes in Description File Maintenance from a template after the reports have been updated. Following is information regarding how to update the Description File Maintenance.

To update your ledger using a standard template, follow the instructions below. If you do not want to update your ledger using a standard template or master ledger, refer to the section entitled Manually inserting codes.

Before updating the Description File Maintenance, ensure you update your general ledger templates. For more details on this refer to KB 25237: Update general ledger templates.

To update from master

Open the client"s general ledger. The General Ledger window appears.
From the General Ledger menu, select Description File Maintenance. The Description File Maintenance window appears.
Click the Update from Master button. The Updating Description File from a Master window appears.
Select the appropriate master ledger from the Select the GL Client to update from drop-down list. For example,
if it is a small company, choose ZZAU 15 - Small Company;
if it is a large company, choose ZZAU 23 - Large Co etc.
Click OK. A message appears indicating how many codes have been added.
Click OK. The Description File Maintenance window appears.

Make sure that the descriptions for the codes have been updated.

To manually insert codes

Open the client's general ledger. The General Ledger window appears.
From the General Ledger menu, select Description File Maintenance. The Description File Maintenance window appears.
Press F4. Add New Description window appears
Enter Search Key, Description and Comment and click OK. The code has been added and the Description File Maintenance window appears.