On this sheet you can create and edit Department number records. A department number is an identifier that you define (for example the code of a department, workshop or site). When you select it on documents, you can manage all documents belonging to one department under a single identifier. You can optionally link a partner and an invoice block to the department number.
To create a new department number, click Main menu / Master data / Production tracking / Department number / New. You can also use the New button on the Main menu / Master data / Production tracking / Department number / List page. To edit an existing department number, select it in the list and click Open.
If the department belongs to a partner, start typing the partner name in the Partner company name field and pick the right one from the suggestions. The field is not required, so you can save the sheet without it. Two icons next to the field help you: the partners icon opens the selected partner sheet in a new browser tab (if you have not selected a partner yet, the system warns you), and the + icon lets you quickly create a new partner without leaving the sheet.
After you select a partner, the Partner contact person list is filled with the contact persons of that partner, and you can choose one from it (the default is Please choose). At the bottom of the sheet, on the Description tab, you can write free text about the department in the Comment field.
On the Settings tab you can choose from the Invoice block list which invoice block belongs to the department. The list items are shown in the form name (prefix) and contain your own invoice blocks. When a document sheet is opened for a document that has a department number, the system loads the invoice block of the document from the block set on the department. If you do not want to set an invoice block, leave the value on Please choose.
On the Actions tab, click Save to record the department number. No field on the sheet is marked as required, but it is worth always filling in the Department number, because that is what you see in the list and on documents. On the Additional functions tab, the New partner button opens the new partner form in a new browser tab, so you can continue editing the department number without interruption.
If each of your departments has its own invoice block, set it on the Settings tab of the department number sheet: when you select the department on a document, the right invoice block is already there and you do not have to change it by hand.
The fields of the sheet and their meaning:
| Field / Element | Required | Description |
|---|---|---|
| Department number | The name or identifier of the department; you see it in the list and on documents, so it is worth always filling in. | |
| Date | The recording date; it is only displayed and cannot be edited. | |
| Partner company name | The partner linked to the department; select it from the suggestions while typing, open its sheet with the partners icon, or create a new one with the + button. | |
| Partner contact person | The contact person of the partner; the default value of the list is Please choose. | |
| Comment (Description tab) | Free text comment about the department. | |
| Invoice block (Settings tab) | The invoice block assigned to the department, selectable in the form name (prefix). | |
| Save (button) | Records the department number. | |
| New partner (button) | Opens the new partner form in a new browser tab (Additional functions tab). |
No. The Partner company name is not required on the department number sheet, so you can save it empty. If the department belongs to a partner, you can enter it, and then you can also search for the partner name in the list. On the Job number sheet, by contrast, the partner is required.
With the Invoice block you can assign to the department the invoice block you want to use for the documents of that department. When a document sheet is opened and the document has a department number, the system takes the invoice block of the document from the value set on the department. On the Invoice sheet you can see how this appears on the invoice.
The Date shows the day the department number was recorded. It is filled in by the system and cannot be edited. In the list this value appears in the Document date column, and you can also filter by it when searching.
The partners icon opens the sheet of the selected partner in a new browser tab. If you have not selected a partner yet, the system warns you to select one first. The + icon is for quickly creating a new partner.
On document sheets, type into the Department number field and select the record from the suggestions. Examples are the Invoice sheet, the Incoming invoice sheet and the Warehouse issue document. The records you created are shown in the Department number list.
The Department number module appears under Main menu / Master data / Production tracking only if it is assigned to your user. If you cannot see it, ask your system administrator to check the module assignment in your user settings.
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