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Setup Guide: Divisions and Departments Setup

How to add Divisions and Departments to the system. Divisions and Departments are used to group Employees and generate group-based reports.

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This document is provided under the terms outlined in the Integrated Business Applications End User License Agreement.

If you do not understand, accept and agree to be bound by the End User License Agreement, do not use this document or any of the procedures discussed herein.

You should read this document from beginning to end before proceeding with the procedures or steps discussed and or outlined.

Please report any errors and or omissions by e-mailing our Technical Support Team at service@ascs.ca.

Audience

This document in designed for the person who will be administering the Integrated Business Applications software. This person should be proficient in the use of computers but will not require advanced technical knowledge.

Instructions and Screenshots

The Instructions and screenshots presented within this document are based on the version of Integrated Business Applications available when the document was published.

Divisions

Divisions allow the System Administrator to organize Employees first by Division and then by Department (discussed below). This structure is leveraged throughout the various modules in the Integrated Business Applications software. Organizing Employees in this way enables three levels of reporting - Division, Department and Employee.
To access the Divisions Setup click System Setup located on the Main Menu, select Divisions from the setup options and then click the Proceed Button (See Figure 1).
Figure 1
Figure01

Navigating the Divisions List Screen

The Divisions List Screen displays a list of all Divisions. Using the Filter Bars, the list of Divisions can be filtered by First Letter of the Division Name; set to display either Active, Non-Active or All Divisions; and set to display or hide the Departments - configured below the Divisions. Divisions can be displayed ten (10) per page using the Turn Paging On Link or displayed all on one page by clicking the Turn Paging Off Link (See Figure 2).
Figure 2
Figure02

Adding a Division

To add a new Division, click the Add Division Link on the Divisions Screen Menu Bar (See Figure 3).
Figure 3
Figure03
When the Add Division Screen opens, enter the Division Name. Make sure Active Status is set to Yes so it will be available for use in the various Integrated Business Applications Modules and then click the Save Button (See Figure 4).
Figure 4
Figure04

Editing a Division

To edit a Division Entry, click the Detail Link located to the right of the Division Name on the Divisions List Screen (See Figure 5).
Figure 5
Figure05
When the Divisions Detail Screen opens, click the Edit Link located on the right side of the Divisions Detail Screen (See Figure 6).
Figure 6
Figure06
When the Division Edit Screen opens, change the Division Name or Active Status of the Division Entry as required and then click the Save Button (See Figure 7).
Figure 7
Figure07
Note:

Updating a Division Name will update the Division Name in all records, in all Integrated Business Applications modules, that are attached to the now updated Division recorded.

Changing a Division’s Active Status to No, will make that Division unavailable for selection in all Integrated Business Applications modules – when creating a new record.

Deleting a Division

To delete a Division Entry, click the Detail Link located on the right of the Division Name on the Divisions List Screen (See Figure 8).
Figure 8
Figure08
When the Divisions Detail Screen opens, click the Delete Link located on the right side of the Divisions Detail Screen (See Figure 9).
Figure 9
Figure09
After clicking the Delete Link, a Delete Confirmation Screen will open. Click the Delete Record Button to confirm the delete action (See Figure 10).
Figure 10
Figure10
Note:

A Division can only be deleted if there are no records in other Integrated Business Applications Modules using the Division Record being deleted. If there are records attached to the Division, a 'Record In Use' Error Message will be displayed (See Figure 11).
Figure 11
Figure11
If a Division Entry is in use, it’s active status can be set to 'No' so it cannot be attached to a new record in any of the other Integrated Business Applications Modules.

Departments

Departments are attached below Divisions. To access the Departments Screen for a particular Division, first click the Division Detail Link (See Figure 12).
Figure 12
Figure12
When the Division Detail Screen opens, click the Departments Tab to open the Departments Screen (See Figure 13).
Figure 13
Figure13
The Departments List Screen lists all Departments for the currently select Division. Departments can be displayed ten (10) per page using the Turn Paging On Link or displayed all on one page by clicking the Turn Paging Off Link (See Figure 14).
Figure 14
Figure14

Adding a Department

To add a new Department, click the Add Department Link located on the Departments List Screen (See Figure 15).
Figure 15
Figure15
After clicking the Add Department Link, the Add Department Screen will open. Enter new Department Name, assure the Active Status is set to Yes and then click the Save Button (See Figure 16).
Figure 16
Figure16

Editing a Department

To edit an existing Department, click the Edit Link located to the right of the Department Entry on the Departments List Screen (See Figure 17).
Figure 17
Figure17
When the Department Edit Screen opens, simply change the Department Name and Active Status as required and then click the Save Button (See Figure 18).
Figure 18
Figure18
Note:

Updating a Department Name will update the Department Name in all records, in all Integrated Business Applications modules, that are attached to the now updated Department Recorded.

Changing a Department’s Active Status to No, will make that Department unavailable for selection in all Integrated Business Applications modules – when creating a new record.

Deleting a Department

To delete an existing Department, click the Delete Link located to the right of the Department Entry on the Departments List Screen (See Figure 19).
Figure 19
Figure19
After clicking the Delete Link, a Delete Confirmation Screen will open. Click the Delete Record Button to confirm the delete action (See Figure 20).
Figure 20
Figure20
Note:

A Department can only be deleted if there are no records in other Integrated Business Applications Modules using the Department Record being deleted. If there are records attached to the Department, a 'Record In Use' Error Message will be displayed (See Figure 21).
Figure 21
Figure21
If a Department Entry is In Use, it’s Active Status can be set to No so it cannot be attached to a new record in any of the other Integrated Business Applications Module.
Additional Information
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© Integrated Business Applications
All Rights Reserved




End User
License Agreement (EULA)




Website
Terms of Use