Add Division Overview
General Ledger Overview Information Guide -> Add
Division Overview
A division represents a store, branch, or location within the
company.
Separate address and taxing information can be maintained for each
division in Divisions.
Operator access to Divisions is controlled
by Security Role.
Texada SRM requires at least one division, Division
(Blank) for Head Office.
This blank (Head Office) division comes pre-loaded into your
system. Additional divisions can be added as outlined in Divisions to suit your business requirements.
Some divisions may be administrative, non-inventory-holding
divisions used to separate costs from the operational
divisions.
For example, if Head Office is a rental division as well as the
company head office, and it performs administrative tasks for all
rental divisions, an Administrative division can be set up to more
accurately allocate expenses such as phones and salaries.
- Add a New Division:
- The Division information can be maintained in Divisions provided the operator has the correct
security permissions.
Copy Division Parameters:
- In the Division Parameters click the
COPY button to copy the divisional parameters
settings from a source division to a target division, as outlined
in Copy Division Parameters.
Uncheck the Copy Division Information to prevent replacing
the new division’s address with the address from the source
division.
The Division Parameters can then be
fine tuned according to the new division's business
practices.
Crystal Forms Control:
- If your firm uses Crystal forms control, copy the <Forms>
folder from SCSBIN on an existing workstation, to SCSBIN on each
workstation in the new division after the SRM client has been
installed.
Then log into SRM on each workstation, and click on the RESET
FILES button in Customer Forms
to run the Regen Forms utility.
This is required on all new workstations for Crystal reports, as
reports are stored on each Client.
Division Operators:
- Operators can be assigned a division in Operators, with the ability to flag this division
as a default that the operator can change on a document, or to
prevent the operator from entering documents for other
divisions.
Operators access to information from other divisions can also be
controlled by access codes assigned to the operator as outlined in
Divisional Restricted Views.
Company Wide Settings that Could be Divisional:
- The following Company Parameters can be
flagged to apply at the company level or to respect a divisional
setting:
Divisional Settings:
- Many tunable parameters for each division can be set in
Division Parameters.
The following critical divisional parameters should be
reviewed:
- In the Divisional Contract Parameters
under the "Customer Settings" set the Add Cash Customers
flag to suit the new division and in Customer# to Clone set
the customer number to be used as the template for new customers
added in counter documents.
- In the Divisional Inventory Parameters
check the following:
-
Show Warning When Renting
Location Is Not Owning
- Inventory Location Checking
- Use Requirements When Calculating Availability
- Two-Step Transfers Check Availability For # Days relating to
the
Internal Branch Transfers
-
Document Search Settings particularly the Default Location
for searches
- If the rates for this Division are different, setup the rates
for this division under a unique Rental Rate Level code in
the Special Rates, then assign the
Rental Rate Level in the "Special Pricing" in the Divisional Rates Parameters.
Stock Transfers to the New Division:
-
- Transfer all stock from one division to another using the
Change Inventory Location utility.
This can be useful if the new division is to replace an existing
division, and all inventory quantities need to be moved from the
old to the new location.
Note: There is no audit trail for this move.
-
To transfer individual items of stock from one division to
another and maintain an audit trail, use Internal Transfers.
Then update 'Owning Division' on the Asset Tag in Rental Inventory if appropriate.
The transfer is immediate.
-
Internal Branch Transfers can also be
used to move stock tracking shipping and receiving separately by
divisions.
Divisions in Journals, Accounts Payable, etc:
- On each GL detail line a field is provided to capture a
division.
This is the division to which the expense or revenue is to be
posted.
e.g. A telephone bill relates to 2 branches so on the journal split
the amount into two lines with the different divisions on each
relevant line.
Document Division versus Location:
- The DIV on a document is the accounting division for
billing.
The LOC is the stock location.
Allocate Revenue to Another Division:
- In the Rental Product Class the
Cross-Store Check-In Account can be set so that when
non-bulk rental products are returned to a different division from
the "Owning Division" on the Fixed Asset Tag, a portion of the
revenue can be assigned to the returning division.
This percentage can be setup in the Divisional
Return Parameters.
Inventory Quantity Adjustments:
- Inventory quantity adjustments can be executed in many areas
including in the "Locations" table in the window on the Quantity
On Hand field of Rental Inventory /
Sales Inventory or in the Update On Hand Quantity By Product utility.
Inventory Cost Adjustments from one Division to Another:
- If costs are also required to be transferred from one division
to another at the General Ledger level, run Post Inventory Adjustments.
An "inventory re-valuation" GL expense account can be used to
record the movement from one DIV to another.
This operation will Credit the current source DIV and Debit the
expense account for that source division, then Debit the new target
DIV and Credit the expense account for that target division.
The net effect on the expense account is $0.
Note: Only run it for the date of the adjustments, as there may
be many old records with prior dates in here.
Accept to clear the report, and post to the GL when prompted.
(At another time, run this report for an older date range and clear
any postings that should not update the G/L, without
posting).
Topic Keyword: GLDVOV