Departments

Use departments to organize your company’s data and workflows. You can use departments to:

• Track financial data by team or function

• Filter reports and dashboards

• Route approvals (for example, purchasing approvals) to the right manager

You can also create a hierarchy of departments to match your organization structure. The hierarchy is established by defining parent and child relationships between departments.

Before you start

Be aware of a few important rules before creating or managing departments.

• The department ID is permanent. You cannot change it after saving.

• You cannot delete a department if it has been used in transactions. Instead, you can mark it inactive so it no longer appears in lists.
  

  • However, if a department has not been used in transactions, you can delete it.

• Inactive departments are hidden by default. Inactive departments do not appear in lists unless you include inactive records in reports when needed.

To view departments:

1. Go to Reports > Setup > Dimensions > Departments.

2. Select Add (circle) next to Departments to add a new department, or select Edit or View next to an existing department.

Add a department

When creating a department, you must provide an ID and a Name. The ID uniquely identifies the department and cannot be changed after you save it.

You can also add more structure or behavior, as needed:

• Assign a parent to place the department in a hierarchy.

• Assign a manager to support approval routing.

• Add a department title for reporting (if enabled).

To create a department:

1. Go to Reports > Setup > Dimensions > Departments.

2. Select Create to make a new department.

3. Enter a department ID and Name.

   After you create a department, the ID cannot be changed.

4. Optionally, select a Parent department to create a hierarchy.

5. Optionally, select a department Manager to provide approval routing.
6. Optionally, change the status of the department, as needed.
7. Select Save.

To add a department:

1. Go to Reports > Setup > Dimensions > Departments.

2. Select Add to add a new department.

3. Enter a department ID and Name.

   After you create a department, the ID cannot be changed.

4. Optionally, select a Parent department to create a hierarchy.

5. Optionally, select a department Manager to provide approval routing.
6. Optionally, change the status of the department, as needed.
7. Select Save.

Edit a department

You cannot edit the ID of a department.

To edit a department:

1. Go to Reports > Setup > Dimensions > Departments.

2. Select Edit at the end of the row.

3. Add or update information and select Save.

To edit a department:

1. Go to Reports > Setup > Dimensions > Departments.

2. Select Edit for the department you want to edit.

3. Add or update information and select Save.

Make a department inactive

If you no longer use a department, you can deactivate it. This keeps the historical data but removes the department from active use.

To make a department inactive:

1. Go to Reports > Setup > Dimensions > Departments.

2. Select Edit at the end of the row.

3. In the Status field, change the status to Inactive.
4. Select Save.

1. Go to Reports > Setup > Dimensions > Departments.

2. On the list page, find the department, and select Edit.

3. In the Status field, change the status to Inactive.
4. Select Save.

To view inactive dimensions on reports and lists:

• Records designated as Inactive do not appear in the list by default. To view these records, select Filters at the top of the list and select Remove next to the Status filter to remove it.

  Select the Include inactive checkbox at the top of the report or list page.

  Don't see Include inactive on your page?

  The most common reason that you do not see this feature is that you're using a custom view.

  When you select a custom view, some options are hidden. Depending on the page you're on, the Include inactive, Include one-time use, Include private, and Display hierarchy options are not visible. For example, if you're viewing from a custom view, the Financial Reports list will not provide the Include inactive option.

  To see the options again, switch back to View All. See Custom views for more information.

To include data from inactive dimensions on financial reports, you can use dimension groups for filtering.

Delete a department

Delete department records from the Departments list.

You can delete a department if it has not been associated with a transaction or record.

After a department is used in a transaction, it cannot be deleted.

1. Go to Reports > Setup > Dimensions > Departments.

2. Find the department that you want to delete.

   Need help finding a dimension value?

   • Records designated as Inactive do not appear in the list by default. To view these records, select Filters at the top of the list and select Remove next to the Status filter to remove it.

3. Select the check box at the start of the row for each department you want to delete, then select Delete.

Depending on your user preferences, Sage Intacct might prompt you to confirm the deletion.

1. Go to Reports > Setup > Dimensions > Departments.

2. Find the department that you want to delete. If you do not see it, select Include Inactive to see inactive departments.

   Don't see Include inactive on your page?

   The most common reason that you do not see this feature is that you're using a custom view.

   When you select a custom view, some options are hidden. Depending on the page you're on, the Include inactive, Include one-time use, Include private, and Display hierarchy options are not visible. For example, if you're viewing from a custom view, the Financial Reports list will not provide the Include inactive option.

   To see the options again, switch back to View All. See Custom views for more information.

3. Select the Delete checkbox at the end of the row for each dimension value you want to delete, and select Delete.

Field descriptions

The following table describes each item on the Department Information page:

Field	Note
ID	A unique identifier for the department. Best practices for creating identifiers An ID enables your company to track a specific type of information, such as GL account, department, or location. You can create IDs by adding them on the fly or by having Intacct automatically add them from a preset numbering scheme. Whichever method you choose, we recommend against using leading zeros as part of an ID. IDs with leading zeros can cause errors when you import information into your company from Excel because Excel removes the leading zeros. Best practice: Use a character as a prefix to your ID; for example, C0001 for a customer ID. Workaround: If you must use leading zeros in IDs, convert the column of ID numbers to text format in Excel before importing the file content. Excel will not remove the leading zeros when you save the file. Remember to do this every time you use a template to import information that requires IDs. After you enter and save an ID, you cannot change it.
Name	The department name.
Parent	ID of the parent department. Defines a hierarchy by linking to another department.
Manager	Name of the manager for the department. Select a manager from the Employees list. If no names appear in this list, add them: Go to Reports > Setup > Dimensions > Employees. If you want department managers to approve all their employees' purchase requests, you must select a manager. Otherwise, you can leave this blank.
Department title	Optional text used in report headers when enabled. Only available if Enable department and location titles is enabled on the Configure General Ledger page. Learn more To save time, you can run a financial report or other general ledger report for a group of entities/locations or departments and have Intacct automatically split the report into multiple individual reports. In this case, the report header for the "individual report" displays the name of the department, entity, or location, plus any title text you enter here, instead of the company name. For example, a location title might provide additional information that you want to display on reports, such as the address and manager name. San Jose office 111 Post Street Managed by: Karla Grace You can enter up to 5 lines, with a maximum of 50 characters per line.
Status	Active - default Inactive If you're no longer using the department and do not want it to appear on lists, select Inactive. The department information remains in your system, but it will not display in any department lists. Records designated as Inactive do not appear in the list by default. To view these records, select Filters at the top of the list and select Remove next to the Status filter to remove it. To display these inactive departments later, select the Include inactive checkbox on the list. Don't see Include inactive on your page? The most common reason that you do not see this feature is that you're using a custom view. When you select a custom view, some options are hidden. Depending on the page you're on, the Include inactive, Include one-time use, Include private, and Display hierarchy options are not visible. For example, if you're viewing from a custom view, the Financial Reports list will not provide the Include inactive option. To see the options again, switch back to View All. See Custom views for more information.