The department feature of EBMS can be used to differentiate a company division or location. This feature is useful for companies that wish to use the same customers, vendors, and inventory item file lists between different divisions or locations or if common assets such as bank accounts are required. Continue with this section to create multiple divisions within a single company.
If a division or location wishes to use separate files and maintains separate balance sheets, the division should be set up within EBMS as a separate company (review the Creating a New Company section for details on creating a separate company).
It is highly recommended that you review all options before implementing EBMS on any of the options available.
Go to the General Ledger > Options > Settings tab to open the following options:
Select the Based on Departments option as shown above. This option will allow the user to set the company division or department within the sales and expense invoice.
Enable both the Use Profit Centers and Automatically Create Profit Centers From Departments options. These options allow the user to print profit and loss statements, balance sheets, and other general ledger reports for each division or location.
Click OK to save settings.
Go to Expenses > Invoices & P.O.s and open the expense invoice window as shown below:
The Department selection field appears on the invoice window since the Based on Departments Company Profiles was selected.
The department setting will change the general ledger account extension for all accounts listed on the detail lines of the invoice. If the general ledger account with the changed extension is not a valid account (i.e. already entered within General Ledger > Chart of Accounts), the extension will not be changed to reflect the Department entry. This feature is useful if each division contains its own Accounts Payable account or other balance sheet general ledger account.
The settings and functions within the Sales > Invoices and S.O.s window are similar to the Expense Invoice window.
The Department entry has the same effect within the sales invoice as the expense invoice. If the Department setting is changed, the general ledger extensions are changed to reflect the new Department entry.
Separate sets of work codes should be entered for each company division or location. Enter the appropriate general ledger account for each work code (review the Work Codes section in the payroll manual for more details).