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Departments

Do you understand what a department is?

ERP Departments allow you to separate different aspects of your business into Cost Centres. Departments allow a Company to report on specific areas of their business without the need to create additional accounts within the Chart of Accounts structure. You can run Profit & Loss Reports by each Department to enable you to analyse your business accounts on multiple levels. Your lists can be accessed by Department if required. Departments allow you to combine multiple cost centre records into the one database, as you are able to Report on every Departmental level required.

    Do you know how you can divide your business into different cost centers?

ERP Departments allow you to separate different aspects of your business into Cost Centres. Departments allow a Company to report on specific areas of their business without the need to create additional accounts within the Chart of Accounts structure. You can run Profit & Loss Reports by each Department to enable you to analyse your business accounts on multiple levels. Your lists can be accessed by Department if required. Departments allow you to combine multiple cost centre records into the one database, as you are able to Report on every Departmental level required.

Departments also allow you to separate your Product List by Department (Cost Centre/Outlet); you are able to set different Price Levels by Department; Separate Stock levels by Department; run BAS Reports by Department etc.

Note: The word 'Classes' within ERP is another term for 'Departments'.

How To View and Create Departments

· Select the General tab · Select the Departments List button

· Like all ERP lists, you have the ability to search for data by selecting the column from the drop-down menu, (or clicking into the column itself), and entering the start of the text you are looking for. The Department list does not have the F5, F6, F7 capability at this point in time. · As per other ERP lists you can filter by selected data within the Departments List (see sorting and filtering).

A couple of handy features on this screen are:

· Number of Records · Current Filter - This tells you exactly what column you have filtered on and what your selection criteria was, i.e. Column "ClassName" (DepartmentName), = "Default". Therefore any entries in the Department Name column that = 'Default' would be filtered.

· Double click to Drill Down into any Department, e.g. Burleigh, to view and/or edit the details. · Note that the 'Department Name' is greyed-out. This cannot be changed after it has been created and saved.

· Select the Radio button to view the criteria of the list you wish to view.

· Active Classes · Inactive Classes · All Classes

There are 2 ways in to create new departments:

· Firstly by clicking on the 'New' button from the Departments List screen

· Secondly 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.

These can be broken down to 4 levels if required:

· 'Header' Department · 'Sub Department 1' · 'Sub Department 2' · 'Department Name' (Department you are creating now)

Refer below for further instructions

For example, 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 a 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 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'.

· Open the newly created 'Melbourne' Department from the Department List by double-clicking on it.

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

(Please refer to the help pages for Quote, Sales Order and Repair for further information).

· 'Use this shipping address on Purchase Orders'

(If this is ticked a separate delivery address could be used for that specific department on Purchase Orders, so that goods are delivered there directly)

· Create a Purchase Order with products attributed to the 'Melbourne' Department. · This Employee's default department is 'Melbourne'. · Select 'Choose Template'

· Select 'Purchase Order Ship To' Template

In each City you may have a 'Retail' 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' you will need to:

· Open a new department form from within the Department List or the top toolbar drop-down as detailed above. · Select the Header Department, "Melbourne" from the Header Department drop-down. · Enter the name of the first Sub Department into the 'Department Name' field, e.g. "Retail (Melbourne)".

Note: The Tree Mode structure taking form.

· Enter a description for the Sub Department into the 'Description' field. · Select 'Save'.

In the Retail store there may be a 'Menswear' and a 'Ladies Wear' section. These can be created as 'Sub Department 2' to enable further reporting ability.

· When creating Sub Department 2 you will need to:

· Open a new department form from within the Department List or the top toolbar drop-down as detailed above. · 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 (R-M)".

Note: The Tree Mode structure is growing deeper.

· Enter a description for the Sub Department in the 'Description' field. · Select 'Save'.

In Menswear you may have sub sections, for example 'Suits', 'Casual' or 'Sportswear'. These would appear in the final Sub Department.

· To create the final Sub Department you will need to:

· Open a new department form from within the Department List or the top toolbar drop-down as detailed above. · Select the Header Department, "Melbourne" from the Header Department drop-down. · Select "Retail (Melbourne)" from the Sub Department 1 drop-down. · Select "Menswear (R-M)" 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.

· select 'Save'.

· Notice that the 'Department Tree View' now shows 4 levels of Departments, all indented below each other.

· The new Departments also display in Tree format on the main Departments List screen.

To create more Departments and Sub Departments, simply follow the steps above.

· To make a Department 'In-active', 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 in-active as required, so 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 one you have just created. When you select this new button, the department on screen will be saved automatically.