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Departments

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.

Select the Radio buttons to view the criteria of the list you wish to view either Active Classes, Inactive Classes and All Classes

• To View and Create Departments from the Main Menu Select the General button
  
• Select the Departments List buttonand 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.
  
• As per other ERP lists 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 theNew 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

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

Use this shipping address on Purchase Orders so that goods are delivered there directly

• In each City you may for example 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 select New from within the Department List or the top toolbar drop-down as detailed above.
  
• Select the 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.

• 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.