Department Master Maintenance

Use Department Master Maintenance to maintain Department Numbers with the corresponding Department Names.  The Department Number directs the Payroll module to post transactions to the correct account in the Fund Accounting module or the General Ledger module.  Department Number Maintenance displays totals for the department, which are automatically updated by the system.

Notes:

• For more information about how Payroll posts to other modules, refer to Understanding Municipal vs. Commercial Department Numbers.

• For more information about working with data in fields, see Data Entry Guidelines.

• To create report headings for groups of departments, see Department Titles Maintenance.

Directions:

To see directions for...

• Opening Department Master Maintenance, click More.

   

  • Click Payroll from the Menu Bar, and next click Miscellaneous File Maintenance; then click Department Master.

  • Or, click Dept Master during Department Titles Maintenance.

  • Or, use the keyboard shortcut:  [ALT] [p] [m] [m]

   

  Error Note:  If the Company Control Option in the Payroll I area for the Department File Active Flag is set to N = Not Active, you will see the following message if you attempt to open Department Master Maintenance:

  

   

• Creating a new department, click More.

   

  To create a new record choose one of these methods:

  • Enter the new Department Number and click Retrieve or press [ENTER] if the button is in focus.
    Keyboard shortcut:  [ALT + t]

  • Or, enter the new Department Number, and then click File from the Menu Bar, and next click New.
    Keyboard shortcut:  [ALT] [f] [n]

  Tip:  To indicate that you are building a new department, displays near the Department Number.  Default entries display and the first field is highlighted to let you know you can begin entering information.

  Department Master Maintenance Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Department Number	Enter a new or existing Department Number.  (8.0 numeric)  Required. Notes: Municipalities usually enter a valid Appropriations Account Number for the Department Number. Tip:  For information about using longer Appropriations Account Numbers, refer to Understanding Expanded Appropriations Account Numbers.   Commercial installations usually enter a valid General Ledger Account Number for the Department Number. In some cases, the Department Number is a unique number, which cross-references to an Appropriations Account Number or a General Ledger Account Number. For more information, refer to Understanding Municipal vs. Commercial Department Numbers.
  	To update the new or changed information, click Save or press [ENTER] if the button is in focus. Keyboard shortcut:  [ALT + s]
  	CAUTION To avoid losing data, you must save new or changed departments.
  	You can use Search to view all of the existing departments.  From the Search list you can select a department to change or delete. Keyboard shortcut: [ALT + r]
  	To display an existing department, enter the Department Number and click Retrieve or press [ENTER] if the button is in focus. Keyboard shortcut: [ALT + t]
  Department Name	Enter the Department Name.  (up to 30 characters)
  Appropriations Account #	Enter the Appropriations Account Number associated with the department.  (up to 20 characters) Note:  This field is only active if the Company Control Option for the Department File Active Flag is set to H = Handbook II at the Payroll I Tab.
  G/L Account #	Enter the General Ledger Account Number associated with the department.  (up to 20 characters) Note:  This field displays in place of the Appropriations Account Number only if the Company Control Option for the Department File Active Flag is set to V = Variable at the Payroll I Tab.
  Note:  The following totals are generally for viewing only.  They are updated by the system and under normal situations, you do not need to edit them.
  Total Hours MTD	Displays the total gross pay time (hours or days) accumulated during the current period for all employees assigned to this department.  (6.3 numeric)
  Total Hours QTD	Displays the total gross pay time (hours or days) accumulated during the current quarter for all employees assigned to this department.  (6.3 numeric)
  Total Hours YTD	Displays the total gross pay time (hours or days) accumulated so far during the year for all employees assigned to this department.  (6.3 numeric)
  Total Earnings MTD	Displays the total gross earnings amount accumulated during the current period for all employees assigned to this department.  (7.2 numeric)
  Total Earnings QTD	Displays the total gross earnings amount accumulated during the current quarter for all employees assigned to this department.  (7.2 numeric)
  Total Earnings YTD	Displays the total gross earnings amount accumulated so far during the year for all employees assigned to this department.  (7.2 numeric)

   

• Editing an existing department, click More.

  CAUTION:  To avoid losing data, you must save new or changed departments.

  1. To display the record to be changed, enter the Department Number and click Retrieve or press [ENTER] if the button is in focus.
     Keyboard shortcut:  [ALT + t]
     Tip:  If you do not know the Department Number, you can click Search to see a list of departments.

  2. To position the pointer to the information that you want to change, press [TAB] or click the field using the mouse.

  3. Enter the data changes.

  4. To complete the edit process, click Save or press [ENTER] if the button is in focus.
     Keyboard shortcut:  [ALT + s]

   

• Deleting a department, click More.

  1. To display the record to be deleted, enter the Department Number and click Retrieve or press [ENTER] if the button is in focus.
     Keyboard shortcut:  [ALT + t]
     Tip:  If you do not know the Department Number, you can click Search to see a list of departments.

  2. Click File from the Menu Bar, and next click Delete.
     Keyboard shortcut:  [ALT] [f] [d]

  3. At the Delete Records prompt, click Proceed to delete the record, or click Cancel to escape from the delete routine.
     
     Example:
     
     
     
     Note: After you click Proceed, you will see the following message on the Status Bar.