Difference between revisions of "9 Accounts and Departments"

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Latest revision as of 16:14, 29 August 2011

Accounts and Departments

Was the relationship between Departments Products and Accounts explained, focusing on how Departments can create different report levels with one Account, thus eliminating the need for multiple Accounts of the same type?

• To View and Create Departments from the Main Menu Select the General button
• Select the Departments List button and the Department Listing screen will open

Like all ERP lists, you have the ability to search for data by selecting the Search Column drop-down menu and Typing the start of the text you are looking for in the Search field. The Department list does not have the F5, F6, F7 capability at this point in time. However you can Filter by selected data within the Departments List

• Double Click to Drill Down into any Department to view and/or edit the details except the Department Name which is Grayed Out and cannot be changed after it has been created and Saved.
• Departments can be created by either clicking on the New button from the Department Listing screen or by selecting General and then Department from the Top Menu bar in ERP

On the Department Form you will be able to define the structure of your Department/Cost Centre Tree up to 4 different levels. Header Department / Sub Department 1 / Sub Department 2 / Department Name   E.g. If you have a nationwide Clothing business the Header Department may be the City that you operate in. In the following example we will use Melbourne as our Header Department, and create sub-departments under it.

• Select the New button at the bottom of your Department List to load the new Department form.
• Enter the name of the new Header Department in the Department Name field.
• Enter a description for the Header Department in the Description field.
• The Department Tree View will start to populate. The Department Tree View presents a diagrammatic outlook of the Department Hierarchy and will grow as more department levels are added.
• Select Save

In each City you may for example have aRetail section and a Warehouse section. When creating your Departments you are able to set these areas of business as Sub Departments, therefore allowing you to report on particular sectors within your business.

• When creating Sub Department 1 select New from within the Department List or the top toolbar drop-down as detailed above.
• Select Melbourne from the Header Department drop-down.
• Enter the name of the first Sub Department into the Department Name field E.g. Retail Melbourne and note the Tree Mode structure taking form.
• Enter a description for the Sub Department into the Description field and select Save
• In the Retail store there may be a Menswear section. These can be created as Sub Department 2 to enable further reporting ability.
• When creating Sub Department 2 you will need to select New from within the Department List.
• Select the Header Department Melbourne from the Header Department drop-down.
• Select Retail Melbourne from the Sub Department 1 drop-down.
• Enter the name of the 2nd Sub Department into the Department Name field E.g. Menswear and note the Tree Mode structure is growing deeper.
• Enter a description for the Sub Department in the Description field and select Save

In Menswear you may have sub sections such as Sportswear, these would appear in the final Sub Department.

• To create the final Sub Department you will need to select New from within the Department List
• Select the Header Department Melbourne from the Header Department drop-down.
• Select Retail Melbourne from the Sub Department 1 drop-down.
• Select Menswear from the Sub Department 2 drop-down.
• Enter the name of the final Sub Department in the Department Name field.
• Enter a description for the Sub Department in the Description field and Save
• Notice that the Department Tree View now shows 4 levels of Departments, all indented below each other and also display in Tree format on the main Departments List screen.

When creating a Department you have a few additional choices you can make simply by ticking the appropriate box

• Tick the Use this shipping address on Purchase Orders box and type in the address that goods are to be delivered to directly
  
• To make a Department Inactive un-tick the Active tick-box at the bottom right of screen. This is Automatically ticked upon creation of any new department.
• You can make a Department Active or Inactive as required as long as there are no transactions posted to the department E.g. Products attributed to the Department,Invoices outstanding, etc.
• The New button at the bottom of the Department screen allows you to select a new department screen directly from the one you have just created. When you select this new button, the department on screen will be Saved Automatically.