Departments

You use departments throughout Momentus Enterprise for reporting, work orders, inventory and other purposes.

You can also configure the departments responsible for a resource based on the space or space hierarchy where the resource is needed using Responsibility Distribution. The Responsibility Distribution process assigns the work order to the correct department based on what is configured for the department. For example, you have two buildings: North Building and South Building. Each building has its own maintenance staff. You can assign a resource to the Maintenance department and then use Responsibility Distribution to assign work orders to North Maintenance or South Maintenance depending on where the resource is needed.

Add a Department

1. Click the Departments link from the Main Menu. The Departments screen opens.
2. Click the Add button. The Add Department screen opens.
3. Enter the following information:
   • Description - Name of the department.
   • Code - Unique alphanumeric value.
   • Active - If checked, the department is available for selection from drop-downs throughout the system.
4. Select the Details tab.
5. Check the areas of the software where the department is available:
   • Function - If checked, the department is available for functions.
   • G/L Distribution - If checked, the department is available in the revenue distribution process.
   • Inventory - If checked, the department is available for inventory. 
   • Order - If checked, the department is available for service and fulfillment orders. You can also use order departments in the revenue distribution process.
   • Resource - If checked, the department is available for resources. The department assigned to the resource determines the department for the work order. You can use resource departments to restrict access to order items, order item charges and work orders.
   • Services - If checked, the department is available for Event Services.
   • Personnel - If checked, the department is available for personnel accounts.
   • Purchasing - If checked, the department is available for purchase orders and requisitions. You can use purchasing departments to restrict access to purchase orders and requisitions using the Allow Access to Requisition/PO by Department access privilege. You can also use purchasing departments in the GL distribution process.
6. Select the Responsibility Distribution tab. 
7. Click the Add button. The Add Department Responsibility Distribution screen opens.
8. Enter the necessary information:
   • Responsible Department - Department responsible for the item.
   • Priority - Order to determine the responsible department if the resource qualifies for more than one responsibility department.
   • Resource Type - Resource type for the responsible department.
   • Space - Space the resource is needed.
   • Space Level 1 - Level 1 space hierarchy for the resource.
   • Space Level 2 - Level 2 space hierarchy for the resource.
9. Click OK. You return to the Edit Department screen.
10. Click OK.

Change a Department

You can change the information for the department after you have created it. When you change the department information, it updates wherever the department is used. If you don't want to update the already existing department data, then you must add a new department using the steps in Add a Department.

1. Click the Departments link from the Main Menu. The Departments screen opens.
2. Select the department to edit.
3. Right-click and select Edit. The Edit Department screen opens.
4. Update the necessary information.
5. Click OK.

Inactivate a Department

If you no longer use a department in a certain area of the system, you can make it inactive in just that area:

1. Click the Departments link from the Main Menu. The Departments screen opens.
2. Select the department to update.
3. Right-click and select Edit. The Edit Department screen opens.
4. Uncheck the check box for the area you no longer want the department available.
5. Click OK.

If you no longer use a department at all but want to keep record of it for reporting or other purposes, you can make it inactive. When you make a department inactive, it is no longer available for selection in the Department drop-down.

1. Click the Departments link from the Main Menu. The Departments screen opens.
2. Select the department to make inactive.
3. Right-click and select Edit. The Edit Department screen opens.
4. Uncheck the Active check box.
5. Click OK.

Delete a Department

If you no longer use a department and don't want to keep a record of it, you can delete it. You cannot delete departments that are used in the software. You cannot undo the delete process.

1. Click the Departments link from the Main Menu. The Departments screen opens.
2. Right-click on the department to delete.
3. Select Mark for Delete.
4. Click the Save button.