From the Accounts Receivable screen, select the Maintenance menu and then Departments.
At the Departments screen, click the New Record button.
Note: For any field equipped with the repeat function, click the Repeat button or press the Ctrl+R keys to repeat the previous entry for the specified field. The repeat function is only available after your initial entry.
Enter a unique ID for the department in the Department ID field. The ID can be alphanumeric and up to 10 characters long (no spaces).
Note: To have the system automatically assign the ID using the first 10 characters (letters and numbers only) of the description, leave the ID field blank; once the record is saved, the ID will be assigned.
Select the Active field to stipulate the department is currently active and used by the district. A checkmark will appear in the box if the field is selected. When adding a new department, the Active field is selected by default.
Enter the description for the department in the Department Description field. The description can be up to 40 characters long.
The Assess Late Charges field is only enabled if the Enable Late Charges field in the Accounts Receivable System File is selected. If applicable, to calculate late charges on the outstanding customer balances for the department (using the Process Late Charges option), select the Assess Late Charges field. A checkmark will appear in the box if the field is selected.
Note: If this field is selected, an invoice transaction will automatically be created for use when calculating late charges for the department. The ID of the invoice transaction will be LC followed by the department ID (for example, if the department ID is A, the invoice transaction ID will be LCA) and the description will be Late Charges.
Only if operating on an accrual basis (as defined in the Accounts Receivable System File) and the Assess Late Charges field is selected for the department, the Late Charge Revenue Account field is enabled. If applicable, enter the revenue account number to be credited for the late charges for the department in the Late Charge Revenue Account field. If the account number is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Click the Save button to save the new department.