The department feature of EBMS can be used to differentiate a company division or location. This feature is useful for companies that wish to use the same customers, vendors, and inventory item file lists between different divisions or locations or if common assets such as bank accounts are required. Continue with this section to create multiple divisions within a single company.
Note that the Department feature within EBMS should NOT be used if a division or location is managed as a separate company or tax entity. Instead a separate data set should be set up within EBMS as a separate company. Review [Main] Server Manager > Creating a New Company for details on creating a separate company.
The 3-digit Department code identifies the individual company locations or divisions when this option is used. Note that the 5-digit department code may identify the department within a location or division if departments are tracked within individual locations. The 5-digit revenue, cost of sales, or expense accounts may identify individual departments since the 3-digit code is used to identify the location or profit center.
Configure by completing the following steps:
Review the [Main] Getting Started > Company Setup > Logo section for more details on entering a logo file.
Review [Main] Getting Started > Company Setup > Company Information for more details on entering general information for the alternative location.
Go to
and open the expense invoice window as shown below:The Department selection field appears on the invoice window since the Based on Departments Company Profiles was selected.
The department setting will change the general ledger account extension for all accounts listed on the detail lines of the invoice. If the general ledger account with the changed extension is not a valid account (i.e. already entered within
), the extension will not be changed to reflect the Department entry. This feature is useful if each division contains its own Accounts Payable account or other balance sheet general ledger account.The settings and functions within the
window are similar to the Expense Invoice window.The Department entry has the same effect within the sales invoice as the expense invoice. If the Department setting is changed, the general ledger extensions are changed to reflect the new Department entry.
Separate sets of work codes should be entered for each company division or location. Enter the appropriate general ledger account for each work code (review the Work Codes section in the payroll manual for more details).