Define Sales Department

OBJECTIVE

The Define Sales Departments function is used to start invoice, quotation or contract numbering and to define an invoice format by department.

The sales departments are usually linked to various accounts receivable in the general ledger. The account receivable must be configured in Configuration as the default value for invoicing entries. It can also be defined in Currency Management. The sales department is displayed in the invoicing options of the system based on the account receivable configured.

The invoice printing options are filtered according to the sales department.

PREREQUISITE

Chart of Accounts

steps

Create a sales department

Enter the required information:

The Configuration icon is used to define entry options for the Code field.

Fields followed by the * character are mandatory fields.

Field

Description

Receivable Account*

Default general ledger account for this department.

NOTE: This is usually a receivable account in the general ledger.

Department Name

Name that identifies the sales department.

Counter

Number of the last invoice printed. The next invoice will contain the next number.

Format

Invoice numbering format by department.

NOTE: The maximum number of characters available for the format is 10. For example: The service department should have an S before the invoice number to identify the department (S100000000). The format will be S#########.

Invoice Form Filename

Name of the invoice file used for this department.

NOTE: In multidimensional mode, you can specify a different invoice format by company.

Quotation Form Filename

Name of the quotation file used for this department.

NOTE: This field is used exclusively in Enter a Sale if the status of the entry is Quotation.

NOTE: In multidimensional mode, you can specify a different invoice format by company.

Contract Form Filename

Name of the contract file used for this department.

NOTE: This field is used exclusively in Enter aSale if the status of the entry is Contract.

NOTE: In multidimensional mode, you can specify a different invoice format by company.

Message to print on invoices

Message printed on invoice forms.

NOTE: The MESSAGE variable must be configured on the form. This field is limited to 60 characters.

Number of copies

Number of copies printed when printing invoices for the department. This value is displayed by default in the report viewer.

Printing Order

Invoice printing order (by invoice number or by page).

NOTE: The printing order applies if the number of copies does not equal 1.

Deposits Account

General ledger deposit account used for this department to separate deposits by department when printing a list of accounts receivable or other reports.

Field	Description
Receivable Account*	Default general ledger account for this department. NOTE: This is usually a receivable account in the general ledger.
Department Name	Name that identifies the sales department.
Counter	Number of the last invoice printed. The next invoice will contain the next number.
Format	Invoice numbering format by department. NOTE: The maximum number of characters available for the format is 10. For example: The service department should have an S before the invoice number to identify the department (S100000000). The format will be S#########.
Invoice Form Filename	Name of the invoice file used for this department. NOTE: In multidimensional mode, you can specify a different invoice format by company.
Quotation Form Filename	Name of the quotation file used for this department. NOTE: This field is used exclusively in Enter a Sale if the status of the entry is Quotation. NOTE: In multidimensional mode, you can specify a different invoice format by company.
Contract Form Filename	Name of the contract file used for this department. NOTE: This field is used exclusively in Enter aSale if the status of the entry is Contract. NOTE: In multidimensional mode, you can specify a different invoice format by company.
Message to print on invoices	Message printed on invoice forms. NOTE: The MESSAGE variable must be configured on the form. This field is limited to 60 characters.
Number of copies	Number of copies printed when printing invoices for the department. This value is displayed by default in the report viewer.
Printing Order	Invoice printing order (by invoice number or by page). NOTE: The printing order applies if the number of copies does not equal 1.
Deposits Account	General ledger deposit account used for this department to separate deposits by department when printing a list of accounts receivable or other reports.

Click Save.

Define Sales Department

OBJECTIVE

PREREQUISITE

steps

Create a sales department

See also