The Department List is used to manager the various profit centers in your business. “Residential Service” and “Commercial Installation” are two examples of common departments.
Departments are an extremely powerful feature of Total Office Manager because an income statement can be generated for a single department. This allows managers and owners to see what areas of business are making money and what area are not. Departments can also be used on the Transaction Detail by Account report, and certain others. Departmentalization allows for a better understanding of how different profit centers contribute to the over profit or loss in a company.
From the main menu, click Company | Lists | Department List.
Perhaps the easiest way of using the commands available in this list is through it’s right click menu. The right click menu is identical to the title menu.
- To create a new department, right click anywhere in the list and choose New Department from the pop-up menu.
- To edit a department, right-click on it and choose Edit Department from the pop-up menu.
- To delete a department, right-click on it and choose Delete Department from the pop-up menu. Note: It may not always be possible to perform this action — inactivation may be more appropriate.
- To inactivate a department, right-click on it and choose Make Department Inactive from the pop-up menu. This can also be done by Checking the “Inactive” checkbox within a record itself.
- To export whatever information is currently displayed in the list, right-click anywhere in the list and choose Export List from the pop-up menu.
Creating a New Department
Create a new department as follows:
- Right click anywhere in the Department List and choose New Department from the pop-up menu. The Add Department form will appear.
- Enter a title for the department in the “Department Name” field.
- Enter an alpha-numeric abbreviation for the department in the “Alias” field (3 characters max). This field is required and may not be duplicated. Example: SRV for Service.
- If the department is a “sub” or “child” of another existing department, choose the “parent” account from the “Subtype of” field. For example, you may create a parent department called Service and two children called HVAC and Plumbing.
- If necessary, enter general notes about the department in the “Description” field.
- Click OK to save and close the form, Cancel to abort the action, or Next to save and add another.
Example Department Setup
Follows is an example department setup for an HVAC company. Other service industries like computer repair, pool service, lawn maintenance, and so on will have departments which vary depending on their particular profit centers.
- A department can be made inactive from within its form by Checking the inactive checkbox.