A code must be allocated to each department, for example, P (Parts), W (Workshop) or B (Bodyshop), and each department is allocated its own CRM cost centre. These codes are used as a look-up for the departments on the Codes tab of the Point-of-Sale form. The default department codes are also held against the terminal details where they are validated, and against the POS parameter for Department codes. Standard functionality exists that allows you to create and maintain records.
Warning: It is advisable to consult with your System Manager before you set up or remove department codes because this has Nominal Ledger posting implications. For example, if you remove a department code, and WIPs exist that reference the department, this will cause errors in postings to your Nominal Ledger.
To access department codes:
The POINT OF SALE menu is displayed.
Select Miscellaneous options.
The SO MISCELLANEOUS OPTIONS menu is displayed.
Select the Department codes option.
The Department codes form is displayed.
The Department codes form is displayed when you select the Department codes option from the SO MISCELLANEOUS OPTIONS menu. From this form you can create and maintain department codes.
Code: Enter the department code, such as P, W or B.
Note: The department code is defaulted into the Department field on the Codes tab of the WIP. You can only edit a department code in Point-of-Sale if the Allow dept code/sale type field is ticked in the POS operator record.
Department codes:
Description: A description of the department, such as Parts, Workshop or Bodyshop.
CRM Department Cost Centre: The CRM cost centre for the department is specified so that, when the customer type is updated, the correct CRM cost centre can be retrieved for the Point-of-Sale department.
Accounts branch code: The branch code is a further analysis used in accounts to analyse sales & purchase debtors and cash posted from the POS module. The branch code may represent a company/depot or an area of the business, raising the financial document. The code (4 characters) can be a numeric value or a descriptive title such as "SERV" for Service and is written to the NL Invoice buffer together with all other data when sales / purchase transactions are being written from the Point of Sale module.
Note: The branch code is also held in the POS depot file. The POS invoicing system will use the branch code from the Department file if non-blank, otherwise it will use the value from the Depot file. If the branch code is blank in both files, then normal functionality is used finding the first non-balance sheet cost centre posted to the buffer for that document, and applying it to all postings for the document. The branch descriptions are set up in the Miscellaneous option within the Nominal Ledger.
Tip : Click on the Drop down
to select the Branch code for this depot held in the Branch description file within the Nominal Ledger module.
Department type: The department codes can now be identified with a number in association with the department, these are numbered as follows :-
0 - Not stated
1 - Workshop
2 - Parts
3 - Bodyshop
4 - Wholesale
5 - Fastfit
6 - Commercial
Note: The departments listed above are also used in VSB when pushing lines to Point of sale, so to enable the correct departments to be shown they must be associated with the correct department type number.
