Add and edit department codes
Find this screen
Open: Settings > Cash Book / Nominal Ledger > Departments.
How to
Add a department
To add a new department:
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Click Add.
- Add the three character identifying code for the department. Note: each code must be unique.
- Add a department name.
- Add the contact details
- Repeat for each department you want to add.
- Click OK.
Delete a department
- To delete a department code, select it and click Delete.
You can't delete a department if:
- The department is linked to a nominal account.
- You are editing the department in the Configuration Assistant. You can delete the department after you have completed the Configuration Assistant.
Useful info
When to use departments
Use Departments when you want to report on costs / revenue by a particular area within your organisation. Each department code is appended to a nominal account code to create a new nominal account. You can then report on the cost and revenues for all nominal accounts with the same department code.
Departments can be used on their own or as subdivisions of cost centres where costs / revenue are required to be collected and reported on separately. For example, a cost centre could be a sales area such as North East or South West, and different departments could be sections such as Administration or Training.
How to create nominal accounts for your departments
Each nominal account Code, CC and Dept combination is a separate nominal account. There are four ways you can create new nominal accounts using a new CC or Dept.
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Import your accounts. This is quickest way to create new nominal accounts. As long as you have created your cost centres and department codes, you can import account using a CSV file.
Open: Import Records > Nominal > Import Ledger File.
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Create a new single nominal account using the Dept. Use this method if you just want to a small number of new accounts.
Open: Nominal > Create & Amend Accounts > Create New Nominal Account.
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Create accounts with the new CC or Dept for an existing account code. Use this when you already have a nominal accounts using a particular code and you want to add the CC and/or Dept. For example, you already have an account code of 6000, and want to add CC codes A, B and C and Dept codes of X. Y and Z. This will create all the accounts with the required combinations.
Open: Nominal > Create & Amend Nominal Accounts > Generate New Nominal Accounts.
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Create a range of nominal accounts and a new CC or Dept. Use this when you want to duplicate an existing range of accounts for a new CC and/or Dept. This also creates a code. For example, you have a range of existing nominal accounts using LON (CC) ADM (Dept) and you want to duplicate this for MAN SAL.
Open: Nominal > Create & Amend Nominal Accounts > Create Accounts for Cost Centre and Department