8. Accounts and DepartmentsEnglishالعربيةfrançaisTagalogहिन्दी

Accounts and Departments

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

To view and create Departments from the Main Menu Select the General Module

• Select the Departments List button and the List of Department screen will open.
• Departments can be created by clicking on New tab.

In the Department window you will be able to define the structure of your Department/Cost Center Tree up to 4 different levels.

1. Header Department.

2. Sub Department 1.

3. Sub Department 2.

4. Department Name

For Examples You have a nationwide Clothing business the Header Department or Mother Company 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 window.
• 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

• Select Save

In each City you may have for example 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 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.

Some additional options are there while creating the Departments that you may want to click.

Click 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 uncheck the Active box at the bottom right of screen. This is Automatically checked 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. 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.