Adding and editing departments

You can add departments so employees can submit requisitions for departmental review or to create internal requisitions. Information includes, the name, contacts, phone, e-mail addresses, and accounting codes. There are also options so you can force the requisition to be sent to purchasing first, send e-mail notifications when the requisition is approved, and to create a journal voucher.

To add or edit departments:

On the Maintenance menu, click Department Maintenance.
Click one of the following:
To add a department.
To edit a department.

Type a shortened Department name. This field is greyed out in edit mode.
Type the full Department Name.
Type the Contact name for the Department (optional).
Type the Phone number of the Contact (optional).
Type the E-mail address for the Contact if you are selecting the Send e-mail check box in step 11.
Type the Dept Head E-mail address if you are selecting the Send e-mail check box in step 11.

If no E-mail addresses are entered for step 7 or step 8, then all users assigned to the department who have a valid email address will be E-mailed. This is the case only if the checkbox is selected in step 11.

From the list, select accounting codes for Fund, Orgn, Acct, Prog, Activity, and Locn. (Institution specific.)

Select the check box if the requisition Must be sent to Purchasing first. Employees will not be able to send a requisition to this department.
Select the check box if you want to Send e-mail notifications to the department contact and/or the department head. E-mails are sent when the requisition is submitted for approval.
Select the check box to Create JVs.
Select the check box if you want the JV to auto complete in the JV system. Check box must be selected in step 12.
Select the check box to Enable the department.
Click save .