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Setting Up Department Codes

Emily Yeomans
  • Updated

While School Codes define a school, the Department Codes define departments within a school, such as the Department of Computer Science in the College of Arts and Sciences, or the Department of Surgery in the School of Medicine.

Allowing even finer distinction are Division Codes, which define a sub-unit within a department. These codes are quite useful for large departments such as a Department of Surgery with several sub-specialties.

Before You Begin

  • Become familiar with the organizational codes available in Department Manager, as described here. 
  • Have a plan or reference in place for code assignment. Determine if a spreadsheet is already available listing the various department codes. 

How to Set Up Department Codes

Begin Department Code setup from the Accounting module's File menu:

  1. Click File/Codes/Organizational. Departments appears in the Organizational submenu.

    Accounting-Department_Menu.png

  2. Click Departments. The Department Code Maintenance screen appears, displaying several tabs, such as Address, Administration, Division, and Distribution List.

    Department_Code_Maintenance_Screen.png

  3. Click the Edit and Insert buttons to open a new record. A dialog box opens for Add New Department.

    Add_New_Dept_dialog_box.png

  4. Enter the desired Department name in the corresponding field (alphanumeric up to eight characters) and click OK. The system will return you to the Department Code Maintenance screen.
  5. Enter an appropriate Description for the newly created Department Code. 
  6. Enter a Label to be used with the Department Code.
  7. Click A for Active status from the radio buttons. 
    Note: You can later change this status to T for Terminated status if you will no longer use this code. 
  8. Tab to advance to the School field and select the appropriate option from the drop-down menu to define the school associated with the department, if applicable, or NONE. 
  9. Indicate whether to Use During Department Data Load and whether to Backload Department Data via the checkboxes to the right above the tabs.
  10. Tab to advance to the Address tab and fill in the appropriate details for the departmental address and contact information.  
  11. Click the Division tab to select, and enter appropriate details, selecting A for Active status from the drop-down menu.
  12. Click the Division tab to select, and enter appropriate details, selecting A for Active status from the drop-down menu.
  13. Click the Administration tab to select, and enter appropriate details. 
  14. Click the Dist List tab to select, and click the desired distribution list from the drop-down menu.
  15. Click the Close button to exit this screen. 

Navigation Tip

Advance through the various Department Codes using the arrow keys located in the toolbar at the top of the Department Code Maintenance screen. 

Navigation_Tip.png

Quick Reference to Department Codes

Department Code Field Department Code Description
Department Code Defines the department code (alphanumeric up to 8 characters)
Description  Contains the description for the department code
Department Label  Contains the label to be used with the department code
Status  Defines whether the Department is Active or Terminated
Address Defines the department address
School Defines the school associated with the department
Division Code Is on the second tab of the screen and defines the divisions within the department. This can be set to NONE if you choose or you can enter one or more divisions residing in a department
Description Is on the second tab of the screen and gives a description of the departmental divisions
Status Is on the Division tab of the screen and identifies the divisions as active or terminated

 

What's Next?

This is the last of the organizational codes to set up. You can now progress to setup of Transaction Level Codes. 

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