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A department is an area that groups accounts in General Ledger, Payroll, and Fixed Assets, even if the accounts belong to different sets of funds. After grouping accounts into departments, you can use the departments for reports and inquiries. 

Departments can group accounts in different locations in the chart of accounts. For example, you can link accounts for a particular area of Ministry, such as the Music Department, Youth Department, and Education Department.

When editing departments, you can edit a department's description or make it inactive, but you cannot change the department code.

You can also delete departments. When you delete a department, it is cleared from any accounts, assets, or employees associated with it.

 To add a department
  1. Under Advanced Tools, click the Define Lists tab.
  2. In the list, select General Ledger and click Go .
  3. Select Departments and click Add.
  4. Enter the Department Code and Department Description.
  5. Select if the department is Active.
  6. To add another department, select Add Another.
  7. Click OK.
 To change a department's description
  1. Under Advanced Tools, click the Define Lists tab.
  2. In the list, select General Ledger and click Go .
  3. Select Departments.
  4. Select the department you want to change and click Edit.
  5. Update the Department Description. You cannot change the department code.
  6. Click OK.
 To delete a department
  1. Under Advanced Tools, click the Define Lists tab.
  2. In the list, select General Ledger and click Go .
  3. Select Departments.
  4. Select the department you want to delete and click Delete.
  5. When the confirmation message displays, click Yes.
 To print a department list
  1. Under Advanced Tools, click the Define Lists tab.
  2. In the list, select General Ledger and click Go .
  3. Select Departments, then click Print.
  4. Select as many of the following options as you want to include:
    • Include General Ledger detail? — displays general ledger account numbers and account names.
    • Include Payroll detail? — displays the numbers and names of employees assigned to each department.
    • Include Fixed Asset Detail? — displays the item numbers and asset description of the fixed assets assigned to each department.
    • Print Bar Code? — prints the bar code labels for the fixed assets assigned to each department.
    • Include Inactive Lists? — displays items marked as not active.
  5. Optional: Click Preview to display the report before printing.
  6. Click Print.