Defaults-Departments

To Add a Department:

Choose Options then Edit Defaults (top right hand side of screen)

Choose the Department tab 

Click on Add  

In the Department dialog box, complete the department number (15 characters allowed-whole numbers only), name (50 characters allowed), rate, contact name, phone number and email address.  The "year" drop down list will default to the current active fiscal year.  Department rates will need to be updated each new fiscal year.  Duplicate department numbers are not allowed.

Click on Save to save the new department 

To Edit a Department:

Choose Options then Edit Defaults (top right hand side of screen)

Choose the Department tab 

Highlight the Department(s) you wish to change then click on the Edit function button. 

To make the same edits to multiple Departments, hold down the "control" key on your keyboard to select multiple departments, or the "shift" key to select multiple consecutive departments, then click Edit.  The only field that cannot be multi-edited is Department Number.  The Department Number must be unique.

In the Department dialog box, make your changes to the Department Number, Name, Rate, Contact Name, Phone Number and Email Address.  (Note:  You will need to update the average hourly salary rates for every department each year.)

Click on Save to save the changes to an existing department(s)

Depending on which fields are edited, a confirmation dialog box may pop up:

Number and/or Name fields:  Changes to these fields globally update on all data records in any open fiscal years.  You will not be notified how many records are updated.
Rate field:  A box will pop up showing how many Occurrences will be affected by the change.  To update all Occurrences within the active fiscal year to the new rate, click  "Yes" in the dialog box.  To leave existing Occurrence records unedited and use the new rate for future created Occurrences, click "No" in the dialog box.
Contact Name, Phone Number and Email fields:  A box will pop up showing how many programs will be affected by the change.  To update all Programs in any open fiscal  years to the new contact information, click "Yes" in the dialog box.  To leave existing Program records unedited and use the new contact information for future created  Programs, click "No" in the dialog box.
 
To Delete a Department:

Choose Options then Edit Defaults (top right hand side of screen)

Choose the Department tab 

Highlight the Department you wish to delete 

Click on Delete

If the Department is currently in use, you will get a warning message asking if you wish to delete it anyway.  Click OK to continue with the delete process, or Cancel to abort the delete.

To Update a Department in a New Fiscal Year:

Choose Options then Edit Defaults (top right hand side of screen)

Choose the Department tab 

Select one or more departments (see instructions above)

Enter a new average hourly salary rate (Note:  rates are automatically "set" to zero each new fiscal year) or choose to populate the field(s) using last years rates by clicking on the "Bring Forward" function button

Click on Save to save the changes to an existing department(s)


The Department Table can be sorted by Number, Name, or Contact.  To sort the departments on the table, click on the desired column heading.  Departments are always sorted alphabetically by Name in each department dropdown list.  Departments may be selected on the Program/General screen (sponsoring department for a program), an Occurrence record, and the Narrative/General page.  

See Also
Custom Terms