Administration > Maintenance > Departments
All employees within the WorkPlace application must belong to at lease one department; the codes and descriptions are setup on this page. Additionally, You can create automatic restrictions on General Ledger account number selection, based on the Department selected during Requisition/Check Request entry.
This button will be available when Advanced Account Lookup is licensed to allow selection of default G/L Segment values for the selected Department.
Check the box to select, then press SAVE to remove the desired department(s). Once associated with a user in WorkPlace Security or used on any transaction in the WorkPlace application departments can no longer be deleted.
This field will be checked by default when adding Departments so that they are available for selection in the transaction entry pages.
Enter up to 20 alphanumeric characters as an identifiable name or code for the department.
Enter up to 60 alphanumeric characters for a corresponding description for the Department code.
The department code and/or description can be changed by simply typing over the existing entry.
Enter a valid combination of wildcard character(s) and GL account structure to create a restriction on GL account codes that can be selected during entry based on department code. By default all General Ledger account numbers are available for use during entry, as represented by the % sign in this first GL Account Mask field.
This second field may be left blank or entered to create a second set of valid GL accounts for the department. Entry in this second column creates an 'OR' condition for the department. Enter a valid combination of wildcard character(s) and GL account structure to create a restriction on GL account codes that can be selected during entry based on department code.
Either the default of all (%) or some value must be entered into the first GL mask field if both GL Mask fields are blank then no General Ledger accounts numbers will be available.
VALID WILDCARD CHARACTERS
% (Wildcard - Character(s) to Match)
Matches any string of zero or more characters. This wildcard character can be used as either a prefix or a suffix.
[ ] (Wildcard - Character(s) to Match)
Matches any single character within the specified range or set that is specified inside the square brackets.
[^] (Wildcard - Character(s) Not to Match)
Matches any single character not within the specified range or set that is specified inside the square brackets.
_ (Wildcard - Match One Character)
Matches any single character, and can be used as either a prefix or suffix.
This mask field will accept a format such as ”R1853-?????”, when a user select this Department and they save a Requisition, Check Request or Expense Sheet (Accounts Payable Interface Only), the values on the line in the ? marks will be retained and the hard values from the Department will be retained. So if the user enters a GL of ”Z8888-1234” then the resulting Account code will be ”R1852-1234”. If the resulting GL Account is not valid then the default account of ”Z8888-1234” will be used. For Requisition/Check Request please refer to Requisition/Check Request GL Account Defaulting/Validation Steps to see when this defaulting occurs among other account level defaulting. For Expense please refer to Expense Sheet GL Account Defaulting/Validation Steps to see when this defaulting occurs among other account level defaulting.
This field is available when WorkPlace Expense is licenced and integrated directly to Accounts Payable. Enter or select a valid Tax Schedule that will apply to all Expense transactions for the selected Department. The value selected here will always override the Tax Schedule specified on the Expense Sheet line upon save.