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 a PO for each sub-division.
Setup the master division, go to:
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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:
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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.