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Last modified on 2/23/2016 11:44 AM by User.

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Add, New, Sub-division

Add New Sub-Divisions

SUB-DIVISIONS:

 

A division can be designated as one which requires sub-divisions.  The purpose of sub-division’s is to provide information for its profitability.  The profitability can be seen in reports, in an income statement or in corresponding supporting schedules.  Inventory is not carried or tracked in a sub-division.  However work is performed so there is a need to track sales and profitability.   By creating sub-divisions for distinct business areas, a company can report operating figures at a sub-division level for greater insight into the company's performance. 

An example would be having all the FM sites in a region belong to the, as an example: “South Michigan Division”.  Then each FM site in the “South Michigan Division” would be a separate sub-division.  Another example is companies can also set up different departments as separate sub-divisions.  i.e. Large Format Color, Equipment Sales, and Supplies may all be business areas within a location.  Still another example would be store-front/kiosk settings.

  • You can purchase items for a particular sub-division for income statement and reporting purposes. 
  • You can sell to/from individual sub-division sites for income statement and reporting purposes. 
  • Manual journal entries in the General Ledger module can be for one particular sub-division.
  • Income Statement and corresponding supporting schedules can be printed for a sub-division.

 

Note:  Item/Warehouse files are not created or supported by Sub-division, so inventory is not carried or tracked in a sub-division.

 

Setup:

As a recommendation, set up a master Division first, but DO NOT mark it as requiring sub-divisions until all of the sub-divisions have been set up and you are ready to begin using sub-divisions.   Also, please give some thought as to how you plan on using the division/sub-divisions and their sequence. Note: a suggestion may be to have an ‘Admin’ sub-division for cases when you may want, for example, a Purchase Order for a group of sub-divisions within a master division versus aPO for each sub-division.

 

 Setup the master division, go to:

  • General Ledger
    • ​Division Master (Task 21)
      • ​Add the new ‘master’ division for the sub-divisions (i.e. South Michigan).  Set it up like any other division, remembering to leave the field  18. Req subdiv as an N (no) until the sub-divisions are setup.

 

Setup the subdivisions, go to:

  • General Ledger
    • ​Subdivision Master (Task 23)
      • ​Enter the ‘master division’ number followed by the ‘subdivision’ code.  A subdivision’s code is 5 characters, alpha-numeric.  
        • If you enter a number that is less than 5 characters, leading zeroes will be added to fill up the 5 spaces.   
        • If you enter a code that begins with a letter, then just the number of characters entered is used.  
        • For example, enter 123 and it becomes 00123 (just like your customer/vendor numbers…you do not need to enter the leading zeroes when entering the sub-division code); enter in M123 it will remain as such. 

  • Note: When all the sub-divisions are added and you are ready to begin using sub-divisions,, go back to the Division Master (Task 21) and change field 18 Req subdiv to a Y.

 

Purchase Order:

Purchase Order Entry & Editing (Task 1)—a PO is entered in the usual manner.  When the division is entered (field 6), if the division is a ‘master’ sub-division, a second prompt appears for the Sub-division code.  Press the TAB key to get a list of sub-divisions for the ‘master’ division.

 

Receiver Entry & Editing (Task 2)– a Receiver is entered in the usual manner, allowing for the sub-division, in addition to the division.  Please note:  if you try to ‘receive’ the items into a sub-division that was not used on the PO, the following message will appear: NOTE: PO subdivision is AB but the receiver will be AD.  If that’s OK press the ENTER key to continue.  The Receiver sheet will display the sub-division used in this task.  However, the vendor’s invoice entered in Task 3 MUST use the same sub-division as the one used in Receiver Entry & Editing (not the PO, but the Receiver’s sub-division number)

  •  Once received, the items are in Task 22 -- Received Items (no invoice).   When this report prints, the sub-division is displayed on the far right-hand side of the report, next to the division number.
  • The quantity of the items received, are updated in the Warehouse Master file of the “Master” division, not the sub-division.

 

Vendor Invoice Entry & Editing (Task 3)—a Voucher for a vendor is entered in the usual manner, in addition to the division it allows for the sub-division used in Receiver Entry & Editing (Task 2). This is the sub-division that will carry over to the A/P module and be posted through to the G/L module.

 

 

Ship-back Entry & Editing (Task 4)—a Ship-back is entered in the usual manner.   If a division is entered that requires a sub-division, the user will be prompted for a sub-division and a SHIP-FROM address ( W – for Warehouse; S – for Subdivision).

  • Once returned, the items are in Task 23 -- Shipped-back Items (no credit).   When this report prints, the sub-division is displayed on the far right-hand side of the report, next to the division number
  • The quantity of the items shipped back, are updated in the Warehouse Master file of the “Master” division, not the sub-division.

 

Vendor CR Memo Entry & Editing (Task 5)—a Credit Memo for the vendor is entered in the usual manner, in addition to the division it allows for the sub-division.  This is the sub-division that will carry over to the A/P module and be posted through to the G/L module.

 

 

Accounts Payable: 

Voucher Entry & Editing (Task 1—

  • The voucher is brought over from the Purchase Order module with the master division and sub-division used in Vendor Invoice Entry & Editing (Task 3) and Vendor CR Memo Entry & Editing (Task 5)
    • ​If the voucher is entered directly into Voucher Entry & Editing and the division number used on the voucher is one which requires a sub-division, the user will be prompted to enter the sub-division code.

  • ​ The edit list and posting display the division and sub-divisions. 

  • When an A/P to G/L Interface is generated / obtained / posted in the G/L, the sub-division information will be available in the Trial Balance report, the Income Statement and YTD Master.

 

Voucher History (Task 19)—The sub-division is displayed in the Voucher History and prints on the report that is generated.

  • If a voucher history report is printed for one division which requires a sub-division, the system will prompt for a sub-division.

 

A/P Expense Distribution (Task 11)— The sub-division is displayed on the report that prints from this task.

  • If the payor division typed in requires a sub-division, the report will prompt for a sub-division.

 

Note: there is no sub-division in the A/P Open Item file.   The purpose of sub-division’s is to provide information for its profitability; therefore only the files where the data eventually goes to the G/L via the Interfaces contain sub-division information.

 

 

Order Processing:

Order Entry & Editing (Task 1)—A sales order is entered in the usual manner.  If the division selected requires sub-divisions, the user will be prompted to enter a sub-division code.   (Note:  be sure the master division is available for use in Order Processing.  Go to: 6/32/17/15 for:  Available Whse/Dept Combinations).

 

Order History (Task 17) & Item History (Task 18)—The sub-division is displayed in the Order and Item History and prints on the reports that are generated. 

 

Accounts Receivable:

Sales Entry & Editing (Task 1)—

  • The sub-division entered in Order Processing/Task 1 (Order Entry & Editing), if the division requires sub-divisions, it is brought over to the A/R module..
  • If a record is entered directly into Sales Entry & Editing and a master division selected requires a sub-division, the user will be prompted for a sub-division.  
  • The edit list and posting display the division and sub-divisions. 
  • When an A/R to G/L Interface is generated / obtained / posted in the G/L, the sub-division information will be available in the Trial Balance report, the Income Statement and YTD Master.

 

Cash/Receipts Entry & Editing (Task 2)—

  • The sub-division entered in Order Processing/Task 1 (Order Entry & Editing), if the division used in order processing requires sub-divisions, for any cash received (cash, check, credit card) it is brought over to the A/R module..
  • If a record is entered into Cash/Receipts Entry & Editing and the master division is selected requires a sub-division, the user will be prompted for a sub-division. 
  • The edit list and posting display the division and sub-divisions. 
  • When an A/R to G/L Interface is generated / obtained / posted in the G/L, the sub-division information will be available in the Trial Balance report, the Income Statement and YTD Master

 

A/R Open Items (Task 18), Cash /Receipts History (Task 19), Sales History (Task 20) and Distribution History (Task 21)— The sub-division is displayed in the A/R Open Items file, Cash / Receipts, Sales and Distribution History and prints on the reports  that are generated. 

 

Payroll:

Employee Mater File (Task 17)—If the division (field 17) on the Employee record is a ‘master’ division, a sub-division is also entered.

 

Check History (Task 18)—The subdivision entered on the Employee Master record will appear in the Check History record and will print on the report.   When an P/R to G/L Interface is generated / obtained / posted in the G/L, the sub-division information will be available in the Trial Balance report, the Income Statement and YTD Master

 

 

General Ledger:

A balance sheet can Not be printed for a sub-division.

 

Manual TRX Entry & Editing (Task 1)—If a sub-division is required, the user will be prompted for the code.

 

Modify Interface Transactions (Task 3)—The sub-division entered in P/O, O/E, A/R, A/P or P/R is displayed on the individual lines and prints on the report.

 

Post Manual & Interface TRX's (Task 4)—The sub-division prints on the posting register.

 

G/L Trial Balance (Task 9)—Sub-divisions, if required, appear on the Trial Balance. 

 

Financial Statements (Task 10)—An Income Statement can be printed for a single sub-division or a range of sub-divisions.    Note:  if a designated division is selected that requires sub-divisions, you are not given the option to select Y/N to the Balance Sheet or its Supporting Schedule.

 

YTD Master (Task 20)—The sub-division is in the YTD Master file and it prints on the report.  If printing the report, you are given the option to select a single or range of sub-divisions for the divisions that require one.