Setting up departments

A department is the center or area that is responsible for the maintenance of equipment, such as an asset, a position, a system, or a location. The department coordinates the work, assigns the appropriate crew, plans the work, and approves respective work orders.

When defining equipment, assign it to a department. The department can be modified if needed on work orders. When creating work orders (for maintenance or repairs to equipment), the system rolls up the associated costs to the department of the work order. Set up a default store for each department as well as a default supervisor. When reserving parts for a work order, the system stores them in the specified store.

Note: You cannot delete departments if they have already been used elsewhere in the system.

To set up departments:

  1. Open the Departments form.
  2. Click New Record.
  3. Organization—Enter the organization to which the department belongs if you use multi-organization security.
  4. Department—Enter a unique code identifying the department, and then enter a description of the department in the adjacent field.
  5. Class—Enter the class of the department.
  6. Screener—Enter the user responsible for screening work requests for the department.
  7. Default Supervisor—Enter the supervisor of the department.
  8. Account Segment Value—Enter the general ledger account code segment that represents the department in your accounting structure. See your chart of accounts for more information.
  9. Default Store—Enter the store of the department.
  10. Out of Service—Select to indicate the department is no longer in use.
  11. Click Save Record.