Add or Edit a Department

Departments provides you the ability to create and maintain information about how organizations are arranged. The Department page allows authorized users to create an organization structure from valid component elements. In New World ERP, every transaction is associated with a department. The departments (structures) defined on this page link the components together. Departments are used in Process Manager (Maintenance > new world ERP Suite > Process Manager) to determine where users are authorized to process transactions in the system.

(For more on Process Manager, click here.)

Note: Prior to setting up a department you must first define Locations.

To add or edit a department, follow the steps below:

Note: If while updating a customer record you need to clear your changes, click Reset at any time to return to the previous state the page was in before you save your changes.

  1. Go to Maintenance > new world ERP Suite> Miscellaneous Definitions > Departments > Structures.
  2. On the Department List page, click New to add a new department. To edit an existing department record, click the Department hyperlink to open the existing record.
  3. On the Department entry page, select the Active check box if the department is active.
  4. The next fields that display depend on the Types defined on Department Component page and the Level settings defined on the Departments tab in New World ERP Settings at (Maintenance > new world ERP Suite > System > New World ERP Settings). The first through sixth organization levels from which to specify department entry criteria are listed.
  5. In the Shipping Location and Bill To Location fields, select the appropriate locations. These values are defined in the Master Location record.
  6. In Default Organization, select the default organization to associate with the department.
  7. Click Save to save the record or Save/New to save the record and create another department on the same page without having to return to the list page.

Sender's Contact Information for Procurement

If your organization plans to email purchase orders to a vendor, you can optionally use this section to set up the email defaults for purchase orders associated with the department. Contact information defined here overrides the contact information on the Purchase Order Type page (if it is entered).

  1. In E-mail, type the default email address of the person sending the purchase order for the department. This address is the default From address when purchase orders of this type are emailed. If it is left blank, the system uses the first non-blank value it finds in the following fields:
    • Bill To contact email address as defined in the Master Location.
    • Ship To contact email address as defined in the Master Location.
    • From Email Address in System Settings. (Maintenance > new world ERP Suite > System > System Settings)
  2. In Contact Name type the name of the person in the department responsible for the purchase order.
  3. In Phone Number type the phone number of the person in the department responsible for the purchase order.
  4. In Fax Number type the fax number of the person in the department responsible for the purchase order.
  5. Click Save to save the record or Save/New to save the record and create another department on the same page without having to return to the list page.

To use this feature, you must define the email-related fields on the System Setting Maintenance screen (Maintenance > new world ERP Suite > System > System Settings). Setup also needs to be performed on the Procurement tab on the Company FM Settings screen by selecting the Email Purchase Orders check box. See Email a Purchase Order to a Vendor for more information.

Delete a Department

To delete a department, click Delete. 

The Delete button is hidden or disabled if you do not have the appropriate security permissions. If you are authorized, when you click Delete you are prompted to confirm the deletion.

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